Job Title: Legal Secretary
Sector: Office of Undersecretary
Department: Legal & Government Affairs
Direct Manager: Legal & Government Affairs Director
Role purpose:
Lead all administrative support and tasks provided for Legal & Government Affairs Department, as well as for other internal sectors/departments. The Legal Secretary role will enhance department’s work efficiency and effectiveness through the management of department’s schedules, documents and arrangements.
The Legal Secretary role will work as a point of contact for coordination between internal team and between external parties. Also, the role will be responsible for facilitating management of correspondences, and will conduct research, analysis, reviews and verifications for high volume of legal documents, cases and reports, as per department’s needs and requirements.
Key Accountabilities
Administration and Support
- Lead all administrative support provided for Legal & Government Affairs department and for other internal sectors/departments.
- Build and maintain relationships with relevant internal and external contacts, and work as a point of contact for coordination between Legal & Government Affairs Department and between internal/external parties.
- Establish and manage a calendar to arrange schedules and meetings with relevant parties and legal counsels, as well as to organize internal and/or external events.
- Review incoming correspondences and requests and determine their urgency to work with legal counsels accordingly.
- Maintain updated status of legal matters in progress.
- Liaise with legal counsels to track legal cases and deliverables in order to ensure submitting them in line with established timelines and standards.
- Proactively provide suggestions to improve overall legal operations and workflow in order to enhance clients’ experiences.
- Provide required support to manage and track department’s budgets and prepare related reports as per defined timelines and accuracy standards.
- Handle all legal fees, including tracking and verifying external lawyers’ fees.
- General document administration (scanning, photocopying, couriering)
Legal Documentations and Reports
- Conduct document management protocols using a document management system.
- Maintain accurate records / databases and logs for the Legal Affairs Department, including organizing and listing all contracts reviewed by Legal Affairs.
- Managed and maintained the safe keeping of all original legal documents including contracts.
- Review relevant laws and regulations contributing to expand understanding and ensure compliance by DCT’s employees.
- Conduct research, analysis, reviews and verifications for high volume of legal documents, reports and correspondences, supporting the department to increase its overall efficiency and effectiveness.
- Produce information and detailed letters, documents and correspondences in line with defined legal requirements, formats and standards.
- Maintain confidentiality of department’s reports and information, while ensuring that all legal documents and files are continuously protected.
- Ensure that all produced legal reports and documents are comprehensive and properly formatted in line with established requirements and defined components.
Information and Databases
- Manage and maintain filing systems and databases in order to ensure easy access and effective utilization and retrieval of department’s files and reports, when required.
- Work as a focal point to access and retrieve required information/data from databases and systems.
- Perform any other assigned tasks and responsibilities, as required.
Policies, Processes and Procedures
- Follow all section policies, processes, procedures and instructions so that work is carried out in a controlled and consistent manner.
Collaboration
- Collaborate with internal and external stakeholders on matters related to the area in order to facilitate flow of information and also to build awareness in those areas.
Day-to-Day Operations
- Follow the day-to-day operations set by the line manager in the section to ensure continuity of work and the delivery of effective and high quality outputs.
- Report on a regular basis to the line manager on operational activities, challenges, hurdles and methods of resolution or mitigation etc. as required to keep the Line Manager informed and updated about section activities.
EHS (Environment, Health and Safety)
- Comply with all relevant EHS guidelines, policies and procedures, by reporting incidents and hazards on a timely manner, and reduce consumption of natural resources to support in protecting the environment and ensure a healthy and safe work environment.
COMMUNICATION & WORKING RELATIONSHIPS
- Legal & Government Affairs Department
- Other DCT’s Sectors / Departments
- Clients, Contacts and Third Parties
- External Lawyers
Qualification (e.g. Academic Qualification, Certifications, Licenses)
Legal Certification or Bachelor’s Degree in Law, Business Administration or equivalent.
Experience
At least 8 years of experience as a legal secretary at an international law firm or an equivalent experience within similar role. Preferably, someone who have a strong background in legal field with a deep understanding of legal terminologies, as well as legal documentations and letters.
Key Skills
- Excellent communications skills: ability to prepare and present written documents and oral presentations.
- Effective organizing and planning skills: ability to create and keep deadlines; set and meet goals, manage schedules, and think strategically.
- Researching, analysing, and reporting skills: ability to analyse quantitative and qualitative data, compare results, and draw conclusions.
- Strong technical and IT skills: ability to gather and interpret data; ability to utilise computer technology; & ability to use applications and software (Microsoft Excel, PowerPoint and Word)
- Bilingual and ability to translate from Arabic to English (and vice versa).
- Very strong grammar, spelling, vocabulary, and language skills.
