Legal Secretary/Admin Assistant
Baker Botts LLP
Total years of experience :35 years, 3 Months
Accommodation and travel arrangements for visiting officials.
Organising/handling International Visa arrangements.
Assisting in handling reception desk and telephone switchboard.
Assisting in arrangement of in-house and external events/conferences.
Coordinating meetings, reserving meeting rooms and conference facilities through centralised EMS system. Organising food and beverages.
Scheduling and attending office staff meetings, creating agendas and taking minutes
Liaising with staff and associates in the local and international offices on various administrative matters.
Liaising with building management and arranging access permits for vendors for supplies and other works.
Coordinating and liaising with contractors and vendors regarding office renovation, upkeep and maintenance of office.
Assisting in arrangements to receive new joiners e.g. setting up offices, and liaising on inductions.
Inventory control of stationery, paper (check and stock), sundries (check and stock) and issuing of purchase requisitions and organising approvals.
Distributing incoming mail/courier and organising dispatch of outgoing post and couriers.
Preparation of internal and external documentation, including editing, amending and formatting a variety of legal contracts and agreements.
Recording time for Associates in legal billing software package “3G Elite”.
Billing support - preparation of invoices and forwarding to clients through emails and arranging for dispatch.
Online conflict checks for New Business Intakes.
Expediting expense claims for Associates.
And any other responsibility in office as assigned by Regional Administrator.
Preparation of internal and external documentation, including editing and amending a variety of legal contracts and agreements.
Preparing presentations, flow charts and reports, ensuring conformity with house-style.
Reviewing emails and correspondence received by the Associates and acting on issues within purview.
Communicating, corresponding and coordinating with existing and new clients on behalf of the Associates.
Following up with Associates for timely responses to clients regarding their legal requirements.
Providing assistance for establishment of Companies in Dubai, including freezone set ups and liaising for obtaining licenses for these.
Maintaining original Licenses, incorporation documents and other such important documents in safe custody and providing assistance for timely renewal of these.
Arranging and coordinating internal and external meetings, diarizing these in the outlook calendar, making meeting arrangements.
Liaising with potential clients, providing fee quotes, conducting conflict checks, KYC and AML checks, preparing Letters of engagement for execution by clients, liaising with Finance Department for expediting invoices to clients for professional fees and disbursements.
Opening and maintenance of case files, new files.
Recording time for Associates in “PC Law”, the legal billing software package.
Dealing with the monthly billing procedure, editing and finalising time narratives and liaising with Finance Department for generation of invoices. .
Checking receivables and follow up with clients for outstanding payments. Tracking schedules for payments. Liaising with Finance Department on discounts and write-offs as negotiated by clients.
Preparation of internal and external documentation, including typing and amending a variety of legal contracts and agreements.
Preparing presentations, flow charts and reports, ensuring conformity with house-style.
Reviewing emails and correspondence received by the Associates and acting on issues within my purview.
Sorting mailboxes of lawyers, filing emails and documents in the electronic document management system and creating and managing highly confidential files and records.
Communicating, corresponding and coordinating with existing and new clients on behalf of the Associates.
Arranging and coordinating internal and external meetings, events and conferences, diarizing these. Coordinating with administration regarding travelling arrangements. Expediting expense claims of lawyers.
Audio typing.
Recording time for Associates in legal billing software package “3G Elite”.
Dealing with the monthly billing procedure including invoicing clients.
Liaising with potential clients, conducting conflict checks, ensuring compliance with AML and KYC procedures, preparing fee proposals and letters of engagement for execution by clients,
Opening and maintenance of case files new files.
Checking receivables and follow up with clients for outstanding payments. Tracking schedules for payments. Expediting offsets, write-offs, discounts as negotiated by clients.
Acting as cover for team leader and other colleagues from the team when required.
Assisting the CEO in planning business strategies.
Creating and maintaining database of clients, suppliers, designers.
Coordinating and networking with existing and prospective customers for product promotion.
Communicating, corresponding and coordinating with business associates.
Documentation and processing of Tenders and pre-qualifications.
Preparation of Quotations, technical sheets and related presentations and materials.
Creating and maintaining library of catalogues, brochures and soft copies for products and services related to furniture industry.
Established, maintained, processed, and updated files and record of documents;
Book Keeping, accounts and preparation of relevant statements.
Purchase of Capital & Consumables related to Office Administration.
Coordinating activities for trade exhibitions and fairs, issuing invitations and preparing data, presentations and other related literature.
Scheduling, diarizing appointments and travel bookings.
Assisting Head of the department in developing new marketing strategies on retail initiatives including plans covering all aspects viz. market research, advertising, public relations, promotions events and sales initiatives.
Compiling monthly and weekly sales data collected from Regional Offices.
Networking with support agencies, strategic partners and govt. agencies.
Competence building through training programmes for marketing officers and managers at all levels as also, petroleum dealers and their staff.
Co-ordination with external training institutes and internal faculty.
Obtaining feedback from participants for continuous improvement in programme contents.
Implementation of official language in Company as per Govt. rules.
Acting as interface between the Company and Parliamentary Committee during Official Language Implementation Inspections.
Participating in Town Official Language Implementation Committee meetings and conferences.
Organising training workshops and seminars on Official Language Implementation.
Coordinating and arranging quarterly meetings to review targets achieved in implementation of Official language as per Govt. regulations
Processing data pertaining to payroll of employees and co-ordination with statutory bodies like Income Tax, Provident Fund, Employee State Insurance Corporation.
Processing Medical and Hospitalisation claims of employees under the western region.
Maintenance, upkeep and allotment of accommodation at variousTransit flats, Guest Houses and Holiday Homes of the company.
Processing staff welfare claims like medical, lease, allowances and subsidies.
Clarification and interpretation of service rules to employees.
Co-ordination with outside agencies for finalizing contracts and agreements such as hotel stay, cars hire, air / rail bookings and nomination of hospitals and panel of doctors.
Nodal point in company for networking through electronic data system established by Oil Coordination Committee (OCC) and Ministry of Petroleum & Natural Gas (MOP& NG) for exchange of data between Oil Companies, MOP&NG and OCC.
Front Office hospitality, Co-ordination and Communication between Company and clients/business associates.
Degree in Commerce with special subjects being Financial Accounting and Auditing, Tourism & Hotelry & Economics with English as the medium of Education
