PA/ Legal Secretary
Al Aidarous Advocates and Legal Consultants
Total years of experience :12 years, 10 Months
As PA to the Managing Attorney
I am directly involved in the Managing Attorney’s day-to-day activities, for instance:
managing the Managing Attorney’s calendar, scheduling appointments, and making travel and accommodation arrangements;-
drafting emails and various submissions such as legal opinions, case assessment reports, memos, as well as submissions before the court/arbitral tribunal;-
prepare the relevant documents and laws for the matter(s) to be reviewed by the Managing Attorney during the day.
As Legal Secretary
In addition to the above role, I also provide administrative support to other senior lawyers and associates in the arbitration department, such as:
screening emails and forwarding them to relevant lawyers/department;-
circulating conflict checks for new potential matters;-
opening and creating new files (both electronic and hard copies);-
keeping electronic and physical files up to date for all the matters handled by arbitration team;-
maintaining the timesheets and client billing;-
preparing and organizing exhibits to the submissions, preparing bundles for arbitration hearings, filing at the DIFC portal;-
proofreading, amending documents, and formatting documents in line with firm’s house-styling policy;-
drafting and formatting emails, engagement letters;-
maintaining a record for deadline of submissions;-
answering and directing phone calls, scheduling meetings;-
liaising with legal translators for translation, and other ad hoc requests.
As above.
As PA to Managing Director
Managed the Managing Director’s calendar, taken minutes of meetings, made travel and accommodation arrangements.
As Administrative Officer
I was involved in day-to-day business operation by providing customer service, keeping track of company’s legal documents, document filing, as well as providing support to other team members, such as:
HR: in staff recruitment, from job posting until processing the visa of newly hired employees;
Sales team: by regularly checking for any leads, preparing the required documents for every tender invitation, attending the meeting with the client, conducting site visits, liaising with the manufacturer in Germany (KLAFS GmbH) for placing orders and any project inquiry, preparing quotations and presentations to be sent to the client, and keeping the client regularly updated of the project status;
Accounts: by preparing invoices & receipts, billing the clients, and generating statement of accounts for each project.
As Logistics Coordinator
Conducted research for reliable international shipping companies from Germany to Middle East, as well as domestic shipping companies for transporting commodities to its destination. Prepared the necessary documentation for importing the commodities from Germany as well as for customs clearance. Liaised with the KLAFS GmbH for installation of the commodities.
Provided customer service by welcoming the guests, responding to queries via phone calls and emails, managing reservations, managing online orders and keeping track of drivers’ daily itinerary to arrange food deliveries, attending to customer’s needs, getting feedbacks, and addressing complains (or informing the manager), if any.
Kept track of all promotions and informed the staff of any new special offers. Reconciled cash register drawer after shift, prepared daily sales report and handed over the money and the report to the accountant at the end of each day. Supervised the cleaning staff to ensure restaurant’s cleanliness. Managed office supplies.
As a teller, I ensured that the documents presented to me by the customers are valid before processing any transaction (inward and outward remittances, as well as accepting jewelries for pawning). Thoroughly appraised every jewelry to ensure its genuineness and ascertained its pawn value. Performed balancing cash register drawer, prepared daily sales report and secured the money and jewelries in the vault at the end of each day, ready for collection by the area manager on the following day.
Provided administrative support to senior management by attending to client’s queries re loan application, conducting initial review and verifying authenticity of the documents the client has submitted for loan application, crosschecking client’s personal data and financial capacity by contacting references, creating new files and keeping them up to date, forwarding the reviewed documents to the head of the department for assessment, preparing the loan agreement and briefing the client.
