Executive Legal Secretary
Al Tamimi & Company
Total years of experience :26 years, 10 Months
• Assisting 1 Senior Counsel, 2 Senior Associates in all ad hoc and day -to-day secretarial and administrative requirements in the Technology, Media and Telecommunications department both in Abu Dhabi and Dubai offices.
• Dealing and preparing KYC documentations and world check processes for new clients.
• Takes and transcribes oral dictation of notes, memos and legal documents (using Shorthand), and audio typing.
• Creating and amending high volume of documents, correspondence and emails, using audio dictation and manuscripts, to a high degree of accuracy and often to tight deadlines; tracking changes in completed documents using Track Changes and Winword Compare.
• Scheduling meetings; taking calls from clients in associates’ absence, presenting a professional and courteous image to clients and other outside parties.
• Liaising with members of other departments to follow up on queries from associates, e.g. travel arrangements, billing information, documents sent for translation, filing, etc.
• Entering lawyer’s time on Elite time entry system, working from manuscript timesheet; dealing with client’s monthly invoices using other e-billing systems like Serengeti, Datacert Collaborati, etc; following up overdue payments from the clients;
• Carrying out general office administration tasks, including electronic filing of emails and documents;
• Covering up for other team members and flexibility to do other’s tasks when required.
Reporting directly to the 1 Partner, 2 Senior Associates (Corporate Commercial, M&A, Corporate Structuring), with the following responsibilities:
• Takes dictation from the Partners and lawyers by using Shorthand.
• Assists lawyers in gathering information; submit articles to attorneys for review and approval for use.
• Schedules and makes appointments for Partners, Executive Directors and other associates as required; organizes travel, hotel and itineraries for international and local travel of the Partner.
• Organizes and maintains legal documents and case files; drafts and types office memos, legal opinions, etc.; formatting legal correspondences.
• Prepares complex bills/invoices for clients in a timely manner (i.e. multiple discounts by matter, preparation of electronic bills); maintaining hard copy and electronic filing system;
• Takes charge of lawyer’s timesheets using Aderant and Expert Time systems.
Reporting directly to the 1 Partner (Sports Law & Events Management) and 2 Senior Associates (Arbitration & Technology, Media & Telecommunication) with the following responsibilities:
• Preparing legal correspondence such as responses, claims and counterclaims, rebuttal/sur-rebuttal statements, and witness statements under the supervision of the lawyer, and doing legal researches;
• Dealing and preparing KYC documentations and world check processes for new clients.
• Takes and transcribes oral dictation of notes, memos and legal documents (using Shorthand), and audio typing.
• Creating and amending high volume of documents, correspondence and emails, using audio dictation and manuscripts, to a high degree of accuracy and often to tight deadlines; tracking changes in completed documents using Track Changes and Winword Compare.
• Scheduling meetings; taking calls from clients in associates’ absence, presenting a professional and courteous image to clients and other outside parties.
• Liaising with members of other departments to follow up on queries from associates, e.g. travel arrangements, billing information, documents sent for translation, filing, etc.
• Entering lawyer’s time on Elite time entry system, working from manuscript timesheet; dealing with client’s monthly invoices using other e-billing systems like Serengeti, Datacert Collaborati, etc; following up overdue payments from the clients;
• Carrying out general office administration tasks, including electronic filing of emails and documents;
• Covering up for other team members and flexibility to do other’s tasks when required.
Reporting directly to the Senior Partner & Executive Director with the following responsibilities:
- Takes dictation from the Partners and lawyers by using Shorthand.
- Prepares and processes legal documents and papers, such as complaints, appeals, motions, pre-trial agreements, pleadings, statements of defense, rejoinder, etc. and update matter files in a timely manner.
- Assists lawyers in gathering information; submit articles to attorneys for review and approval for use.
- Schedules and makes appointments for Partners, Executive Directors and other associates as required; organizes travel, hotel and itineraries for international and local travel of the Partner.
- Organizes and maintains legal documents and case files; drafts and types office memos, legal opinions, etc.
- Prepares complex bills/invoices for clients in a timely manner (i.e. multiple discounts by matter, preparation of electronic bills).
• Documents/records information, maintains files, processes all paper works and performs day-to-day administrative tasks.
• Manages the OM & SPM’s calendars, arranges and coordinates appointments and travels.
• Works closely with all departments for timely submission of reports, deadlines and work execution.
• Places material orders thru ERP, follow up and make expenses report via ERP generated reimbursements.
• Serves as a point of contact for corporate staff and Clients in behalf of the managers.
• Prepares all forms of communication to provide information to supervisors, peers and subordinates and to communicate with other departments.
• Ensures events, processes and all relevant documents comply with company procedures, policies, regulations and standards.
• Orders, dispenses and maintains supplies required for regular administration works.
• Takes charge of employees’ attendance and timesheets, personnel forms, claims and salaries in coordination with the Accounts Department.
• Maintains records relating to payments to contractors, subcontractors and clients in coordination with the Contracts Administration and Accounts Units, supervises central filing systems, data exchange and tracking of correspondence, letters, etc. to ensure easy retrieval when needed and proper filing.
• Monitors the functioning of staff and ensures uninterrupted functioning of administrative resources, equipment and personnel in the administration unit and supervises their duties at a certain level.
• Oversees the arrangement of meetings and conferences and takes the minutes of weekly/monthly meetings and prepares the minutes.
• Notes work priorities for secretarial staff and coordinates inter-departmental administrative matters within and outside the company.
• Maintains file management system and keeps students records.
• Serves as an alter ego of the school for the clients being assigned to man the whole reception area.
• Coordinates travel itineraries and hotel booking for the Managing Director.
• Collects and assembles data and background materials for a variety of reports from the teachers.
• Compiles student’s grades at the end of every examination and semester.
• Takes charge of meeting preparations, agenda, minutes and place setup.
• Primarily monitors incoming and outgoing calls.
• Performs day-to-day administrative responsibilities.
• Attends hearings/trials of cases by taking stenographic notes using Shorthand writing and be responsible in transcribing the notes in final form as part of the evidence of the case.
• Drafts court orders of routine nature after the trial of the cases for Judge’s edit and final issuance.
• Finalizes Court Decisions and Orders for issuance after the Judge final review.
• Prepares case load reports monthly, quarterly and annually to be submitted to the Supreme Court of the Philippines.
• In-charge in yearly case inventory and takes charges of court dockets.
• Deals with private and public prosecution and defense lawyers in relation to their cases’ verification, status and evidences.
• Maintains records and system for incoming and outgoing cases.
• Acts as chamber stenographer for the Presiding Judge when conducting preliminary/pre-trial conferences.
• Teaches different Commerce & Secretarial subjects like Shorthand, Computer Typing and Personality Development.
• Prepares lesson plan as basis of my teaching tract of the respective subjects I am teaching.
• Participates and coordinates different college activities that help students in the development of their extra-curricular activities.
• Participates in the curriculum and program assessment and formation of the school courses and subject for Commerce Department
• Handles student’s school and account records and files.
• Mans the reception area for all walk-in and phone-in inquirers
• Prepares daily, weekly, monthly, quarterly & yearly reports when it comes to number of incoming and graduating students
• Handles and monitors examination permits and test papers in coordination with the instructors.
• In-charge in the day-to-day administrative and secretarial works in the whole registrar area.
• Monitors and handles students’ tracking regarding their on-the-job training classes.
• Markets and promotes school courses and short-term programs by corporate marketing and school to school product selling.
• Acts as an examination proctor for students when the instructor is on leave or absent.
• Does related matters as instructed and assigned by the School Director and Administrator.
Final Grade -Passed - 99/110 (classes conducted in Imperial School of Management in Abu Dhabi, UAE)