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Administrative/Secretarial Job Detail:
Ref No: VAC-12890
Job Title: Dubai, Legal Secretary NEEDED middle of September - Urgent hire
Industry: Administrative/Secretarial
Type: Permanent
Salary: Negotiable
Job Description:
Our client is a major force in the offshore legal sector and their Dubai office needs an experienced Corporate Legal Secretary.
It is a replacement hire and therefore they need someone who will be able to start in the middle of September. So you will either already be in the region or able to move at very short notice.
Your duties will include but not limited to: -
" Reception Duties
o Telephone duties
o Answer the door - deal with/sign for deliveries/distribute
o Deal with cold callers
o Meet and greet clients
o Provide refreshments for clients
" General Office Admin
o Maintain and order office stationery
o Maintain and purchase kitchen supplies
o Purchase office flowers
o Deal with office contractors - telephone/fax/copier/IT/interior
o Organise couriers and distribution and tracking
o Deliver by hands in the DIFC/Emirates Towers vicinity
o Collect mail from DIFC PO Box and distribute
o Maintain magazine library
o Collect reg'd-mail/packages from Karama Post Office by cab
" PA/Secretarial/Admin Duties for 4 lawyers
o Input timesheets
o Maintain calendars
o Book meetings/restaurants etc.
o Maintain office meeting room timetable
o IT assistance - trouble shoot document/IT issues
o Update/amend/create A4 HQ Dubai precedent documents
o Research travel options - flight/accommodation bookings
o Register for conferences/seminars
o Print out e-mail attachment documents/scanning
o Draft and send general correspondence/e-mails/letters/faxes
o Draft standard documents
o Copy typing/Document creating/amending/Completing forms/Standard docs/E-mail packages etc.
o Maintaining of filing and records
o Photocopying and scanning distribution documents
o Creating PowerPoint presentations
o Opening files:
" Create new clients - data input into Elite - update lists
" Create new matters - data input into Elite - update lists
" Update spreadsheet of Codan files
" Physical file opening/binder index
o Creating draft invoices/amending invoices/creating final invoices
o Delphi - database input and uploading
o Incorporations procedures - checking application info/reserving company name, KYC, completing necessary Incorporations Memo/Mem & Arts/Source of New Business - scanning/uploading/sending to jurisdictional offices. Create new company in Delphi, create agreements and letters to client with company docs.
o Legalisations - receiving/organising/sending of documents for notarising/apostilling/taking to relevant Embassy and collection/Take to Ministry of Foreign Affairs/Onward sending to client
o Order DIFC company seals
o Label company seal pouches and file
o Updating Gore-Browne publication
o Corporate administrative assistance - assisting with scanning of Delphi uploads (time permitting) and updating spreadsheet
" Marketing
o Database input for GroupWise contacts
o Database input for Bulletin List contacts
o Research internet for marketing /trips/events
o Create and update itineraries/lists of info/contacts
o Print documents and publications for binding
o Binding of documents/publications
" HR
o Liaising with DIFC government office representatives - comfort letters/staff matters/office matters/visa/foreign visa processing
o Renewing memberships
o BUPA reimbursement claims - copy and courier, maintain records
o Responding to employment enquiries
o Credit card payments filing
IT
o IT support
o Liaise with other offices
o Ordering and basic maintaining of general IT equipment
o Liaise with suppliers
o Testing of software applications
o Configuring PCs
o Integrations
o Attempting to solve minor issues
For a discreet conversation about this role please contact Rob Green.
The salary will be excellent and zero tax, plus benefits. In the first instance you must send your CV to Rob Green in Hong Kong on r.green@cmlor.com.hk or call +852 2203 0417. All shortlisted candidates will then be telephoned to discuss the role and firm in greater detail.
Your CV will not be sent without your permission