Legal Secretary at Corporate Structuring Department
Al Tamimi & Company
مجموع سنوات الخبرة :19 years, 8 أشهر
• Handling and issuing all matters bills and send them to the clients.
• Handling collection of the Department.
• Organizing lawyers’ calendar.
• Working in company system (Elite and DMS).
• Maintain electronic filing in the DMS system.
• Preparing Engagement letter for the clients.
• Assisting lawyers for organizing and preparing the necessary documents for each matter.
• Submitting application and follow up with Department of Economic Development.
• Organize lawyers meeting with the clients and prepare the required documents.
• Working in Elite system for opening the new cases/matters.
• Do search and obtaining the necessary required documents for each clients and matters and share them with the Compliance Department.
• Administrational support to the lawyers.
• Replying & sending emails to the client on behalf of lawyers when it’s required.
• Administrational support to the Team and Senior Associate / Director, Middle East
• Organizing & attending meetings and taking notes
• Record & update Employees’ leaves.
• Manage Manager’s calendar
• Office management
• Drafting routine correspondence & Issuing memos
• Preparing reports & presentations
• Follow up and gather updated information/documents of projects
• Tender arrangements.
• Maintain electronic and hard copy filing system
• Maintain contact lists.
• Receiving all incoming calls, screening and handling them where appropriate.
• Handling Petty Cash & issuing the expenses reports
• Maintains office supplies inventory by checking stock to determine inventory level
• Travel Arrangement
• Administrational support for the Director and Senior Manager.
• Preparing letters, reports and presentations.
• Follow up and accumulate updated information/documents of the project (pictures, submittals, drawings, reports, etc...) from Consultants and Contractors and arrange weekly and monthly reports for Project Director and Client.
• Arrangements for conference room meeting, and greeting visitors at all levels of seniority.
• Drafting routine correspondence for the Manager, and maintain registration in SAP system.
• Translation
• Devising and maintaining office systems, including data management and filing.
• Receiving documents and distribute accordingly
• answering calls and liaising with clients competently
• Management of the site office.
• Arranging travel and hotel booking for the CEO and Deputy CEO.
• Attending offsite meetings with the Director to take notes and to provide general assistance during presentations.
• Producing documents, briefing papers, reports and presentations.
• Meeting and greeting visitors at all levels of seniority.
• Making arrangements for conference room meetings including preparation of visual aids, refreshments, etc
• Attending meetings and taking important notes.
• Organizing the team building events and activities.
• Ensuring all the team know company objectives, policies and safety rules.
• Monitoring inventory, office stock and ordering supplies as necessary.
• Updating & maintaining the holiday, absence and training records of staff.
• Typing documents and distributing memos. Faxing, printing, photocopying, filing and scanning.
• Managing executive calendar, taking minutes of meeting and assisting in the development of meeting agendas to increase meeting efficiency.
• Assisting in all areas of administrative work and office jobs (office tasks, writing memos, letters and typing reports, etc.)
• Following up with Tenants and their contracts preparation.
• Receiving and following up with tenant’s complaints.
• Screening telephone calls, enquiries and requests
• Supporting Manager through personal document management, calendar organization and collateral preparation for meetings and taking minutes.
• Creating presentations and developing office system.
• Managing travel arrangements and hotel bookings.
• Creating databases and spreadsheets to improve inventory management and reporting accuracy.
• Carrying out secretarial activities, maintaining the Bank bring-up system and following-up work progress.
• Following up with customers' credit cards defaulters and organizing and cooperating with other branches.
• Arranging all legal cases properly and following up them with bank's lawyers.
• Hand-over notes, Drafting letters, filing, email messages, receiving calls, fax transmission, etc.
• Verifying and logging in deadlines for responding to daily inquiries and outlined appropriate process and procedures necessary to fulfill and complete inquiries.
• Preparing monthly/ quarterly reports.
• Typing letters, fax transmission, receiving calls, arranging meetings, memoranda, hand-over notes, reviewing incoming mails and arranging them properly, receiving & replying messages, making appointment, etc…
• Standardized department filing system so secretarial staff could easily locate information in any filing center.
• Managing the Projects Portfolio process including allocation and tracking of tasks/projects.
• Regular reporting to Director updating on service, project and financial performance.
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