Secretarial Services Manager
Al Tamimi & Company
مجموع سنوات الخبرة :13 years, 1 أشهر
- Provided exceptional operational delivery across a diverse portfolio in 10 jurisdictions (Bahrain, Egypt, Iraq, Jordan, Kuwait, Morocco, Oman, Qatar, Saudi Arabia and UAE)
- Evaluated the performance of Secretaries across the firm by establishing and analyzing KPI metrics and data.
- Launched internal reward programmes that boosted the retention of Secretaries by 83% in coordination with the HR department.
- Managed Secretarial training requirements across all legal departments, driving more than 150 employees toward a culture of high performance
and continuous improvement.
- Developed HR and Compliance policies to promote the firm's strategy and vision.
- Collaborated with other business services units (Administration, Finance, IT, Marketing and Quality & Compliance) to develop and implement recommendations for service improvement.
• Compose and type letters, memos, correspondence, reports and common forms of legal correspondence
• Perform typing and transcription of documentation as required by the associate/partner and help prepare legal documents
• Assist associates by using their thorough knowledge of how to file legal documents and in some cases, court room procedures
• Generate a lot of content that is used for communication between attorneys and their clients
• Carry out tasks that require answering phones, running errands, coordinate meetings and greet visitors
• Support senior members of a department and backup team leaders in the event of the team leader’s absence
• Participate in the billing process, new matter and closing matter request forms, enter monthly timesheets as well as reminder for client payments and following up client billing queries with finance
- Provide administrative support to the Chief Operating Officer while reflecting a professional image of the organization in personal & phone interactions. Serve as the key contact person for external inquiries via phone, emails & visits & ensure they are responded to with required information or directed to the COO as required.
- Participate in various corporate meetings as well as prepare meeting minutes and other requested follow-up documents as directed by the COO.
- Record any incoming and outgoing correspondence to keep track record of the document flow across the business unit/department.
- Summarize and sort the COO’s calendar & remind the COO of any urgent emails, meetings or requests.
- Draft standard documents, forms and reports as requested by the COO.
- Perform general clerical duties that include but are not limited to: photocopying, faxing, mailing, and filing.
- Create, transcribe, and distribute meeting agendas and minutes.
- Scan and forward the received fax messages to concerned Employees/Departments.
- Create back up of all received messages, compile the documents for filing and maintains and secure files to protect confidential information.
- Sort and distribute posts/packages to COO or appropriate employee.
- Arrange business travels as well as organize/order required commuting and accommodation.
- Coordinate the activities of junior staff in the COO’s office.
- Perform any other work related duties as assigned by the Chief Operating Officer.
• Oversees and coordinates administrative and office activities.
• Acts as the focal point for all QF departments & centers for procedural, co-ordination and data gathering purposes.
• Prepares and arranges for in-house training & external training by ensuring readiness for conducting the programs. Coordinates travel arrangements for staff, visitors, trainees & invitees.
• Reviews outgoing documents and composes correspondence and written materials.
• Assists in data input and updates the department website in QF Portal Intranet.
• Schedules and coordinates meetings and appointments; prepare agenda, handouts, and minutes of meeting.
• To identify and manages organizational changes.
• To continually monitor and evaluate the national, regional, and international environment.
• Reorganization of the tape library system.
• Bar-coding and inputting data of tapes onto a database.
• Verification and updating records.
• Administrative tasks to assist management and employees requests on a timely support basis including their leave plans, letter requests, document issuing and service requests.
• Create new employee records and maintain them.
• Maintain a smooth work flow of submitted and in-process documents
• Organize meetings and trainings and facilitate their logistics.
• Control and keep record of incoming and outgoing correspondence including faxes and couriers.
• Handle incoming and outgoing local and international calls for the Division.
• Arrange accommodation, transportation and travel expenses of business and training trips for employees.
• Manage visitors and clients to the Division.
• Assist with HR and other Admin related tasks.
• Relief and support the HR and Admin Team.
• Communicate with other Divisions where necessary
• Communicate with the Head Office in order to comply with existing and new company policies.
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Answer telephones and transfer to appropriate staff member.
• Meet and greet clients and visitors.
• Perform general clerical duties to including photocopying, faxing, mailing, and filing.
• Maintain hard copy and electronic filing system.
• Devising and maintaining the office system, including data management and filing.
• Organizing and maintaining diaries and making appointments.
• Dealing with incoming email, faxes and post.
• Taking dictation and minutes.
• Carrying out research and presenting findings.
• Producing documents, briefing papers, reports and presentations.
• Liaising with management, clients and other staff.
• Responsible for the sale of a custom holiday package aimed at middle-income families.
• Demonstrate technical selling skills and full product (package) knowledge.
• Demonstrate the ability to carry out a professionally conducted conversation with customers.
• Closing a sale.
• Receive and relay telephone and fax messages.
• Respond to public inquiries.
• Maintain the general filing system and file all correspondence.
• Provide word-processing and secretarial support.
• Present and sell company products and services to current and potential clients.
• Prepare action plans and schedules to identify specific targets and to project the number of contacts to be made.
• Follow up on new leads and referrals resulting from field activity.
• Establish and maintain client relationships.
• Prepare paperwork and collect required documents from clients for contract activation.