Executive Assistant

at  Expertise Recruitment

JOB DESCRIPTION

• Ensure that all corporate documents are filed and maintained in an orderly fashion in filing cabinets (e.g., original POAs, AoAs, etc.).
• Create and maintain a centralized database for original documents and circulate updates when necessary.
• Update, maintain, and input data in a centralized docketing system for original documents, track renewal deadlines, and flag urgent items.
• Act as a support function for attorneys, providing expertise in Word spreadsheet formatting.
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• Assist with research and obtain a variety of information or documents requested by attorneys and/or paralegals using online or other research tools.

• At the attorneys’ direction, prepare materials such as simple correspondence, acknowledgment receipts, and transmittal letters for client documents.
• Assist with printing, scanning, organizing, transcribing, and circulating documents received from clients, and arrange for binding of clients’ documents.
• Coordinate and arrange meetings, conference calls, and travel arrangements for attorneys, paralegals, and/or clients.
• Organize and manage diaries for team meetings and calls.
• Assist with processing and monitoring attorney expense reimbursements, reconciling costs and charges, vendor bills, and check requests.
• Handle document formatting, comparisons, cross-referencing checks, proofreading, house styling, and following document template requirements.
• Draft engagement letters (based on templates) and incorporate fee pitches, assumptions, and scope of work.
• 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.
• Gather client KYC documents and information, follow up with compliance for clearance, and obtain ethics approval.
• Attend calls with respective governmental departments to query information as needed (e.g., MOC, SAGIA).
• Coordinate team travel arrangements and ensure adherence to travel policy requirements.
• Enter, amend, and ensure fee earner timesheets are completed in a timely manner.
• Process expense claims and follow through on reimbursements.
• Assist with special projects when necessary.

REQUIREMENTS

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

Please refer the Job description for details