The Team

To provide comprehensive legal support to Fee Earners across the Kingdom of Saudi Arabia and, where required, the wider MEA region. The role is responsible for supporting the delivery of Fee Earner’s work by undertaking all aspects of the Legal Secretary function and, where appropriate, coordinating with Administrative Assistants and Document Production teams based within the GBS hub in the United Kingdom. The role retains ownership and accountability for all tasks through to completion, ensuring effective workflow management, organisational support and the consistent delivery of high-quality client service.

Key Responsibilitie

sClient Relationship Managemen

tBecome an active part in the care of clients and be wholly familiar with contacts/clients and dealing with basic client queries as appropriate
.Manage the production of documents and check returned work produced by the Document Production team/speech recognition for accuracy/formatting before it is passed to the relevant Fee Earner
.Taking and making client related calls, dealing with and handling message taking as appropriate
.Liaise with clients and marketing team to provide support for scheduling tender meetings, directory interviews, client training etc
.Manage Interaction and ensure new prospects, clients and contacts, activities and business development information are added
.Responsible for keeping up to date with client specific protocols and processes, including regional variations, implementing, providing guidance and training to others where necessary and ongoing monitoring

.
Administrati

veResponsible for keeping track of and assisting with files to be opened and closed via the Client Matter Intake Team (CMI) across the region and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all time
s.Responsible for files to be opened, closed, and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all time
s.Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters liaising with teams across the MEA region where require
d.Support fee earners in business development activities including the involvement in preparation of CVs, pitches, presentations, capability statements and client registration portals, scheduling meetings e.g. tenders, directories, internal client
s.Work with Business Development Managers across the MEA region on the maintenance of CRM to ensure key client contacts are in Interaction and ‘bounce-backs’ e.g. contacts with rejected email addresses are reviewed, updated, or archived from syste
m.Assisting in the organisation of internal and external events, seminars, and conferences (vulture
).Manage diaries, ensuring they are up to date, anticipating requirements including cross-regional meetings, travel and coordination with regional stakeholders, e.g. associated travel/accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing, and circulating paper
s.Produce and maintain Excel spreadsheets as require
d.First point of contact for the team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the team
s.Arrange for the preparation and collation of internal sector newsletters and briefing
s.Arrange photocopying, printing, organising couriers, sending out letters, faxes et
c.Receiving instructions via digital dictation for tasks and acting upon the sam
e.Maintaining LinkedIn profile, updating connections and adding new activit
y.Arrange travel and accommodation, to prepare and produce and keep track of itinerarie
s.Arrange restaurant bookings for Business Development and Client meeting
s.Maintain Fee Earner’s mailboxes and electronically file e-mails and document
s.Deal with e-mails during Fee Earner’s absence from the office and to take appropriate actio
n.Conduct ad hoc internet researc
h.Update client/contact database on Outlook as well as on InterActio
n.Cover for other team members when required and capacity allow

s.
Communicat

ionKey point of contact for Fee Earners and Clients including coordination with regional and cross-regional counterparts across MEA to maintain relationships and ensure a high level of support is always provided by the te
am.Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed on to an appropriate Fee Earner and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-fili
ng.Liaising with and providing support to immediate colleagues in the department, and where practical across the MEA region as requested by Team Leader. Assisting others where there is spare capacity, or it is evident that a colleague needs assistance with their worklo
ad.Minute taking, following up designated actions to ensure completion ahead of the next meeti
ng.Liaison with and taking direction from your Legal Support Manag
er.Liaise with the Legal Support Manager and Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant Fee Earne

rs.
Finan

cialAssisting Fee Earners with billing related ta
sks.Reviewing and updating time allocation and disbursements ensuring appropriate matter allocat
ion.Request cheques, bank transfers, and paying in money received, as appropri
ate.Supporting the co-ordination of the WIP proc
ess.Dealing with matter related finance administration to include APRs, BACs,
TTs.Processing expen

ses.
Proce

ssingResponsible for managing priorities and workloads to ensure deadlines are met. Liaising with Team Leader/Legal Support Managers where challenges a
rise.Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milest
ones.Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests with the BAU team globally as appropr
iate.Online applications e.g. Companies House, Land Registry, Searchflow, CRU forms. Undertaking searches and completion of requisite forms and submis
sion.Ensuring compliance with firm wide/department policies and proced

ures.
Customer S

erviceArranging and attending team mee
tings.Liaising with Fee Earners, Team Leaders, and Legal Support Managers locally and across the MEA region to take instruction and liaise on work require
ments.Consistently and appropriately update service users on progress where approp
riate.Regularly offer assistance wherever pos

sible.
Essential Skills & Exp

erienceAdvanced knowledge of document management/case management s
ystems.An effective communicator with the ability to establish and build client relationships, striving to provide exceptional service at all
times.Customer/client service f
ocused.Proven experience of managing high level client facing tasks and priorities, with a hands-on, practical ap
proach.Effective at investigating issues and seeing a problem through to conc
lusion.Conscientious, taking personal responsibility for own work and accountability for its delivery and q
uality.Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and chal
lenges.Positive can-do attitude with the ability to adapt to
change.Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effec
tively.Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and delive

rables.
Technica

l SkillsExperience of working in a legal or professional services envi
ronment.An aptitude for providing top level organisational support, anticipating support needs, producing documents and client communications of the highest s
tandard.Advanced knowledge of Microsoft

Office.

Legal Assistant