Senior Office Coordinator

About the Job

Provide assistance and support to the General Counsel and the staff members reporting to the General Counsel.

Key Accountabilities

Data Collection

• Collect and edit information and files relative to legal issues accurately in the existing filing system in order to ensure that relevant information is up-to-date and easily accessible for relevant parties
• Prepare summaries of findings for legal staff including legal research and analysis of issues.
• Document Preparation
• Draft, prepare and manage documents and maintain relevant libraries of all legal documents.
• Organize and maintain documents in a paper or electronic filing system in order for the information to be stored safely and easily accessible to the relevant legal staff

Paralegal Processing

• Follow-up on documents with legal issues and execute paralegal activities to ensure a timely response to inquiries and regular follow ups on legal matters/cases for proper recording and closure.
• Legal Processes and Procedures
• Assist in the local implementation and use of legal procedures and processes, taking into account local regulations to apply clear, consistent and compliant legal procedures and processes.

Invoicing

• Manage the invoicing process and workflow for the division, keeping accurate records of the same and ensuring all invoices are processed in timely manner.

Secretarial Support

• Provide executive support and manage General Counsel’ diary, appointments, telephone calls, visitors and business travel with the required levels of confidentiality in line with the standards required to provide day to day support.
• Handle and organize correspondence, key documents and records relating to the Legal division to ensure all are produced, managed and maintained in line with the required level of confidentiality and standards.

Administration Support

• Coordinate with all related internal and external parties to provide the required logistics and administrative support for the effective execution of all Legal division initiatives.
• Review and validate that all records and databases are maintained in a manner which facilitates easy data retrieval.
• Record all data and information accurately so that the information contained in records and files is reliable.
• Participate, whenever required, in coordinating the organization’s participation in defined shows and exhibitions to ensure that a professional image is presented to existing and potential customers.
• Provide administrative support to the division by handling queries, petty cash expenses, completing paperwork and ad hoc requests, managing bookings, ordering supplies to ensure effective operations.

Meetings Management

• Plan and schedule for all internal and external meetings and coordinate with all attendees to effectively manage the General Counsel’ time and ensure sustainability of all department operations.
• Attend all meetings to collect, analyse and communicate all meeting minutes with all stakeholders and follow up on assignments to maintain all meetings effectiveness.
• Handle VIP meetings & logistics whether held at the company premises or externally in line with defined policies.

Minimum Requirements

• Bachelor’s Degree or equivalent by experience
• At least 6 years of relevant experience
• Good communication skills in English and Arabic
• Strong IT skills, in particular, MS Word, Excel and Powerpoint.
• Able to work independently