Executive Assistant

Job Responsibilities

1. Ensure that all corporate documents are filed and maintained in an orderly fashion in filing cabinets (e.g., original POAs, AoAs, etc.).
2. Create and maintain a centralized database for original documents and circulate updates when necessary.
3. Update, maintain, and input data in a centralized docketing system for original documents, track renewal deadlines, and flag urgent items.
4. Act as a support function for attorneys, providing expertise in Word spreadsheet formatting.
5. Assist with research and obtain a variety of information or documents requested by attorneys and/or paralegals using online or other research tools.
6. At the attorneys' direction, prepare materials such as simple correspondence, acknowledgment receipts, and transmittal letters for client documents.
7. Assist with printing, scanning, organizing, transcribing, and circulating documents received from clients, and arrange for binding of clients' documents.
8. Coordinate and arrange meetings, conference calls, and travel arrangements for attorneys, paralegals, and/or clients.
9. Organize and manage diaries for team meetings and calls.
10. Assist with processing and monitoring attorney expense reimbursements, reconciling costs and charges, vendor bills, and check requests.
11. Handle document formatting, comparisons, cross-referencing checks, proofreading, house styling, and following document template requirements.
12. Draft engagement letters (based on templates) and incorporate fee pitches, assumptions, and scope of work.
13. Initiate new matter conflict checks, follow up on conflict results, complete client/matter opening forms, provide billing information, update finance, chase finance on matter number allocation, and update timesheets.
14. Gather client KYC documents and information, follow up with compliance for clearance, and obtain ethics approval.
15. Attend calls with respective governmental departments to query information as needed (e.g., MOC, SAGIA).
16. Coordinate team travel arrangements and ensure adherence to travel policy requirements.
17. Enter, amend, and ensure fee earner timesheets are completed in a timely manner.
18. Process expense claims and follow through on reimbursements.
19. Assist with special projects when necessary.

Requirements

1. Bachelor's degree required.
2. Minimum of 3+ years of relevant experience in a similar role.
3. Superb written and verbal communication skills in both Arabic and English, with the ability to interact effectively with others.
4. Strong time-management, multitasking abilities, and problem-solving skills, with a focus on accuracy and attention to detail.
5. Proficiency in office applications, with the ability to quickly learn new software and systems.
6. Capable of handling confidential information with integrity and reliability.
7. Friendly, professional, and adaptable, demonstrating patience and stress tolerance.
8. A helpful and approachable attitude, maintaining a professional demeanor at all times.
9. Excellent telephone skills, along with the ability to manage time efficiently and prioritize tasks.