Legal Secretary
Acwa Power International
Total years of experience :23 years, 2 Months
• Assisting seven Lawyers in Legal Department.
• Printing, Scanning & Arranging original documents before meetings/bids;
• Assisting lawyers in having project documents, agreements to be signed and arranging for notarization of documents;
• Assisting lawyers with different tasks in connection with different project SPVs established in different jurisdictions (e.g., Kirikkale, JAFZA and Bahrain SPVs);
• Arranging Seminars and conf./ Video meetings /Send calendar invitations;
• Preparing project bibles for projects that have passed financial close.
• Preparing Expenses and Reimbursement claim forms (Cash & Amex);
• Prepare BMF, get it signed and attach it to travel agents invoices;
• Courier original Agreements to the concerned party or for safe keeping;
• Handling Ticket Bookings & management approvals as well;
• Handling Hotel bookings;
• Uploading/downloading from/to DMS system;
• Uploading/downloading from/to different databases for project-related legal due diligence;
• Populating the legal repository with executed documents for projects;
• Downloading documents for lawyers from the legal repository;
• Converting PDF to word and re-format the converted files;
• Formatting word files (Cross references, numberings and headings) & preparing PowerPoint presentations.
• Comparing documents to confirm if any changes done;
• Preparing execution versions of legal agreements ahead of signings and bid submissions (e.g., EPC contract, LNTP and O&M Agreement for Kirikkale or documents for Rabigh2 bid submission & signing);
• Handling other day-to-day tasks as requested by the lawyers; and
• Cover for colleagues, including at the reception.
• Taking on some of the manager's responsibilities and working more closely with management (Attending meetings on behalf of the GM);
• Deputising for the manager, making decisions and delegating work to others in the manager's absence;
• Involved in decision-making processes.
• Responsible for all administrative activities such as daily correspondence, telecommunications, typing and file maintenance, etc.
• Responsible for organizing daily schedule for the MG.
• Arranging travel, visas and accommodation for the MG.
• Handling Ticket Bookings & approvals as well;
• Handling Hotel bookings;
• Take notes or dictation at meetings or provide general assistance during presentations;
• Meeting and greeting visitors at all levels of seniority;
• Organising and maintaining diaries and making appointments;
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
• Screening phone calls, enquiries and requests, and handling them when appropriate;
• Responsible to manage office supplies for consumables and coordinating with the concerned department to assist new senior staff.
• Devising and maintaining office systems, including data management;
• Carrying out background research and presenting findings;
• Producing documents, briefing papers, reports and presentations;
• Organising and attending meetings and ensuring the manager is well prepared for meetings;
• Liaising with clients and other staff.
• Responsible for all original cheques and confidential documents from accounts & HR to be signed by GM;
• Handling HR requirements for all official documents, including preparation and issuing of Visas, work permits, passports, etc.
• Follow up with sales office and getting the updates on daily basis.
•Provide direct secretarial support in the language required (English or Arabic) to the assigned lawyers and support them in meeting client expectations in accordance with the Firm's policy and procedures.
•Working as part of a busy team, support one Partner and two fee earners.
•Liaising with Secretarial Team Leaders and reporting to the relevant TL at the beginning of each assignment in order to be briefed.
•Responsible for general administration work related to concerned lawyers.
•Liaising with the Court clerks to get the hearing details to forward updates to the concerned clients.
•Receive and screen telephone calls, inquiries and requests on behalf of assigned lawyers. Take calls to other members of the department as appropriate.
•Processing audio typing work when required.
•Using Microsoft outlook to schedule appointments and meetings and also correspond within the company.
•Updating client/contact database on Outlook as well as on Interaction.
•Using the in-house Elite system for entering timesheets for the assigned lawyers.