Practice Team Assistant

Our client, an international law firm, is seeking to recruit a Practice Team Assistant to join their team on a 6-month fixed-term contract basis in Dubai with the potential to go perm.

The role is to primarily support their Legal PAs (team of 4) with admin and entry-level PA work and to also assist front of house. Due to the nature of the role, this will be 100% office based. This would suit an enthusiastic individual who is forward-thinking, a team player, and who can take ownership of tasks and follow them through to fruition.

Responsibilities include but are not limited to:

• Deliver high-quality, accurate work whilst managing and responding to changing and competing priorities.
• Meet required deadlines and negotiate alternate timeframes when necessary, utilizing other in-house services as appropriate (e.g. Reprographics, Document Production and General Office).
• Implement effective telephone call management and other communication work practices. Ensure callers and other parties receive a consistent, high-quality service and their expectations are managed.
• Manage print, photocopy, and scan relevant documents as and when required. This includes assisting with the preparation of Court/Counsel bundles, Deeds, and fee earner working papers.
• File relevant documents in electronic or hard copy files as and when required.
• Assist with partner/lawyer expense claims, cheque requisitions, and other banking-related admin in a timely manner.
• Manage own email including timely response and filing of emails (including hard copy filing where necessary).
• Manage the entry of timesheets for partners (where relevant) promptly with accurate use of phase and task codes (if required).
• Assist with the initial basic billing administration to include invoice approval forms, basic editing (write-offs, spell checker, etc ahead of PA input), producing bill cover letters, e-billing set-up/submission, and posting onto the system as per firm policy and process.
• Assist with making Intapp client/matter changes such as adding/amending client addresses, and third-party payers and making changes to agreed rates at the final billing stage.
• Assist with the new business intake administration process which may include, conflict checks, file opening forms, anti-money laundering/agreed rates forms, and preparing engagement letters including checking for retainers.
• Assist with quick turnaround document work that cannot be sent to Document Production.
• Assist with the organization of event/meeting logistics such as booking conference rooms, arranging refreshments, and equipment, arranging dial-in details and VC set-up, and making restaurant reservations for client lunches/dinners.
• Assist with point-to-point travel bookings which may include single/return train/flight tickets, hotel and taxi bookings.
• Assist with updating client information and relevant databases on InterAction.
• Prepare files for archiving and manage return/retrieval of files following firm guidelines.
• Provide ad hoc Front of House support such as assisting with incoming mail, answering incoming telephone calls, greeting clients and visitors in a professional and welcoming manner, and any other Front of House-related general administrative duties.
• Adhere to firm, office, and practice group policies and procedures, including those that are formal, informal, documented, or verbal.
• Take all necessary steps to ensure you are aware of the correct procedures. Maintaining inquisitive, collaborative, and vigilant work habits, keeping abreast of changes, and developing more efficient work processes. Demonstrate this in your interactions with others.
• Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to secretarial group meetings, firm initiatives, focus groups, pilot groups, team-building activities, learning and development sessions, and other relevant activities.
• Take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working.

Requirements:

• External candidates to ideally have at least 1 year of experience in an administrative role.
• Typing speed minimum of 45 wpm with 98% accuracy.
• Good knowledge of the Microsoft suite (Outlook, Word, Excel and PowerPoint).
• Good written and verbal communication skills.
• A demonstrated ability to build effective and trusting relationships with people internally and external to the firm.
• Good organisational and time management skills with the ability to think ahead.
• Ability to multi-task and prioritize competing demands from multiple stakeholders.
• Ability to respond to changing circumstances and work to meet deadlines.
• Good attention to detail.
• Good proof-reading skills.
• Good problem-solving ability.
• Strong teamwork skills.
• Demonstrates proactivity and ability to act on own initiative.

No previous law firm experience is required but must have an excellent command of English. Salary between AED 12,500 – 15,000 per month depending on previous experience.

Benefits include:

• Residence visa (for staff and dependents).
• Health insurance (for staff and dependents).
• DEWS workplace saving scheme.
• Life assurance.
• 30 days holiday (pro-rated) per calendar year plus UAE public holidays.