Legal PA

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Overview

We are currently looking to recruit a Legal PA to join Pinsent Masons Saudi Arabia LLP based in Riyadh. This is a full-time contract, Sunday to Thursday, 40 hours per week.

Background

Pinsent Masons is an internal law firm with more than 25 offices globally. The firm has four offices in the Middle East: Abu Dhabi, Doha, Dubai and Riyadh. Pinsent Masons obtained a foreign law licence last year and is now in the process of building the team in Saudi Arabia.

Purpose of the role

Provide proactive and professional Legal PA support to the legal team. Deliver services to the business in a manner consistent with the increasingly competitive environment in which the firm operates. This role embraces a team-working approach, collaborating with lawyers and other members of Business Operations to fulfil the needs of the business. In addition to being assigned to a number of specific lawyers, a Legal PA will work with every member of the team to ensure that overall needs are met. Support may be provided to staff from more than one business unit, and the group composition may change to reflect the Firm's current structure.

Candidate Overview

• At least 3 years PA experience in a busy environment required, preferably in a law firm or professional services
• Willingness and enthusiasm to work with and support the group and wider office
• High level of proficiency in Microsoft Office applications
• Tact and diplomacy to deal with confidential matters
• Communicate clearly and effectively, both verbally and in writing, with people and colleagues at all levels
• Confident, organised and proactive
• Bilingual in Arabic and English

Key Responsibilities Client Service

• Building and maintaining effective relationships with both internal and external clients and their teams and developing knowledge of their business
• Actively contributing to client service initiatives in the group, including attending client events and seminars where required
• Developing and maintaining core sector understanding to support delivery of optimum client service

Planning & Organisation

• Liaising regularly (at least weekly) with lawyers to identify work commitments and prioritise workload
• Proactively identify areas of responsibility and tasks you can take ownership of
• Extensive diary and inbox management for the Saudi Managing Partner, Head of Projects for the Middle East and other lawyers, liaising with the wider team across multiple time zones; arranging meetings, booking travel, meeting rooms, and refreshments as needed
• Proactive advance monitoring of lawyers' diaries, reminding them of commitments and providing all supporting paperwork for each meeting
• Liaising with external travel company to arrange travel and accommodation; keeping lawyers advised of changes and ensuring up-to-date itineraries
• Liaising with Business Operations to resolve problems on lawyers' behalf and taking ownership of the issue
• Delegation of appropriate work types/requests to available support services to promote efficiency

Managing Communications

• Taking ownership of answering lawyers' telephone calls when unavailable, taking accurate messages and passing them on promptly; assisting with non-legal queries where possible
• Screening, prioritising and dealing with lawyers' incoming emails, post and voicemail
• Management and coordination of lawyers' emails
• Preparing presentation slides and materials for internal/external meetings and events
• Drafting letters, memos or notes (non-legal content) in a literate and professional manner

Document & File Management

• Ensuring Document Services is utilised effectively
• Managing production of documents, coordinating changes, and ensuring consistency (formatting, numbering, etc.)
• Coordinating typing of audio files, drafting correspondence, producing documents/letters/e-mails and memos
• Opening client files, including conflict searches and AML checks with lawyers, preparation of client engagement letters, and maintaining client files
• Ensuring documents are filed on FileSite with correct file and matter details
• Regularly reviewing files; liaising with lawyers to archive non-current files and store deeds appropriately

Business Development / Relationship Management

• Inputting uniform practice group credentials into the Credentials Database
• Organising events with Business Development, logging responses, and attending events to meet clients when required
• Researching clients, potential clients and new business initiatives; preparing briefing packs as required
• Collating information for client updates or reports, including alerts in InterAction and maintaining client information
• Assisting lawyers with follow-ups from business development meetings
• Collating information for bids, tenders, proposal documents, and keeping lawyers' CVs up to date
• Maintaining up-to-date contact details in InterAction for all lawyers' contacts
• Knowledge of key business development materials for the practice area

Billing, Financial & Project Management

• Attending internal client or project meetings to take notes and assist with action points
• Assisting lawyers with the billing process, agreeing dates for billing, and coordinating with lawyers for sign-off
• Using Aderant to assist with financial queries and alerts
• Developing knowledge of the Firm's accounts procedures
• Helping lawyers manage client account balances to ensure funds are returned after matter completion

PA/TA Team Member

• Participating in monthly PA Team meetings to support other team members
• Covering for other PAs in the region during holidays
• Coordinating and delegating tasks to TAs where appropriate

What happens next?

Once your application has been submitted and reviewed, our Recruitment team will share the outcome with you by email. We typically hold two interview stages per vacancy, with opportunities to meet two members of the hiring team at each stage. The first stage is usually virtual and the second stage usually in person at the office. We strive to remain flexible depending on the role or candidate requirements.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Legal and Administrative

Industries

• Legal Services and Law Practice

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