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Ref No.: 14-00507
Location: Dubai AE
Position Type:Direct
Experience Level: 5 Years
Start Date: 03/04/2014

Job Purpose:
Responsible for ensuring the smooth running of the Group Legal Department by handling all administrative matters, providing all necessary secretarial services, as well as providing certain legal support services to the Group Legal Division.

Principal Accountabilities:
  1. Responsible for managing the most complex administrative legal secretarial activities which may be of high confidentiality and sensitive on behalf of the Group's Chief Legal Officer.
  2. Responsible for typing a wide variety of documents and legal reports a well as retrieving and maintaining any archived files for an effective, swift and confidential process.
  3. Responsible for composing and ensuring the accuracy of a wide range of routine letters, memoranda, paper reports and correspondence.
  4. Receives and replies appropriately to all telephone callers and visitors into the Group Legal Office.
  5. Responsible for the scheduling and arranging meetings and conferences as well as providing formal notification travel arrangements, transportation and making hotel reservations for key stakeholders ensuring end to end coordination is effective and final for the Group legal Office.
  6. Provides secretarial services to the Group legal Department using both typewriting and handwritten transcript materials as necessary. Handles all internal and external correspondence for the Department.
  7. Follow up on the expiry dates of trade Licenses and Commercial Agencies; preparing the relevant renewal forms; following up on pay order issues and preparing relevant letters associated with the closure of the same.
  8. Receives all incoming mail. Manages incoming telephone calls, referring to the Department Officer as applicable where essential. Acts as a filter of telephone calls as well as visitors.
  9. Responsible for preparing legal documentation on time and in the correct format to ensure closure for key stakeholders.
  10. Preparing bills for the department as well as following up on payment of cheques.
  11. Coordinates all travel and accommodation arrangements for the department as well as their diary, appointment and schedules.
  12. Responsible for preparing and archiving all legal related documents ensuring to follow a methodical swift-retrieving process for all stakeholders in the Department.
  13. Require to be fully conversant with the activities of the department in order to liaise with key stakeholders within and external of the Department.
  14. Responsible for preparing statements of accounts of all expenses and reimbursements for the department.

Minimum Requirement:
  • Certificate/Diploma in Secretarial skills to include Legal proficiency or equivalent
  • Minimum 5 years of work experience in a Coordinator/Legal Secretarial role
  • Advanced Microsoft office applications
  • Arabic/English is a must with effective inter-personal skills
  • Exceptional proficiency in bi-lingual (Arabic/English) MS Office software skills
  • Sound inter-personal skills verbal and written in both Arabic and English a must
  • High level of discretion and confidentiality