Legal PA - Dubai

We are currently recruiting for a Legal PA to join our Global Financial Markets (GFM) team in the Dubai office. This role requires a professional, proactive and client focused Legal PA to support Partners and Associates.

Role purpose
To work with the global co-head of the relevant global practice group and the related management team to support them with appropriate aspects of their roles, including interaction with practice group teams in various offices across the firm.

To provide fee earners with effective high-quality PA support that appropriately meets their requirements, enabling them to focus on providing legal services and client development. In particular, support with effective diary management; all matters with regard to finance; travel arrangements; communication control (telephone, email and post); and preparation of confidential and often complex documents and presentations.

Role and responsibilities
General PA Duties - PA support, diary management, management of calls, emails and post etc.

• Daily maintenance of diary events and organisation of the day-to-day schedule of partners, counsel and fee earners, to include the identification and resolution of potential issues
• Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
• Proactive management of fee earners to ensure that they attend meetings on time and with the appropriate documents/presentations
• Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
• Proactive management of emails, voicemails and general post, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are highlighted and responded to appropriately
• Planning and coordination of comprehensive travel programmes, to include booking flights, hotels, car transfers, and preparation of itineraries etc.
• Preparation of holiday/absence handover notes and liaison with team with regard to covering fee earner absences
• Deal/Matter Support - Coordination of file opening, client care, and end of matter details
• Assist with setting up Compass meetings for associates and mid/end of seat reviews for trainees
• Support with on-boarding of associates
• Assist with any projects the partners are leading on

End to end Deal/Matter Support

• Coordinate and take responsibility for the matter inception process
• Proactive preparation and completion of appropriate engagement letters and terms
• Regular engagement with matter manager and team to identify and support efficiencies throughout the lifecycle of a matter
• Manage all aspects of matter administration and provide guidance regarding protocols

Document Support - Preparation of client documentation and correspondence

• Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
• Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
• Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution
• Complete urgent document edits for matters (other document work to document production) where these are not being done by DP
• Liaise with Document Production, where required, to ensure timely return and completion of documents

Finance - Coordination and preparation of invoices and all expense claims

• Demonstrate an understanding of the end-to-end billing process and financial system
• Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies
• Routinely update Intapp Time; complete and close timesheets where appropriate and prompt fee earners where necessary
• Attend WIP meeting (if appropriate) and liaise with billing team to ensure any write-offs are actioned before production of all relevant documentation
• Edit time narratives within 3E
• Use 3E to view time on matters; print billing guides and prepare invoices
• Work alongside the Working Capital Controller and Credit Control team in all aspects in relation to billing, ensuring disbursement invoices are authorised and added to the file in preparation for billing
• Ensure all follow up actions are completed following the monthly working capital meetings
• Facilitates and educates about process for submission of expense claims for fee earners
• Management of partners/counsel expenses

Business Development

• Work on client pitches, to include awareness of date for submission to client; liaison with Business Development, Creative Services and local printers for timely production of documentation
• Coordinate/organise client events and ensure all details, post-event, are followed up
• Undertake research on clients or potential clients, including putting together briefing packs as and when required
• Maintain/update Dynamics experience records and events calendar; liaise with fee earners and Business Development to ensure all information is collated
• Monitor contact with key clients and prompt for a call, lunch, or meeting. Advise partner of key activities of client (e.g. birthdays, maternity leave etc.)
• Understand and appreciate key client contacts and build relationships with PAs at key clients
• Ensure A&O Shearman databases are kept up to date, e.g. Dynamics, CVs and A&O.com

Key requirements
The successful candidate will:

• Demonstrate significant experience working with senior stakeholders in formulating strategy for the business and supporting the implementation of business objectives
• Show a proactive approach to tasks and situations
• Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership and always behaving professionally
• Maintain tact and diplomacy, trust and confidentiality
• Able to work independently and with minimal supervision
• Demonstrate a good understanding of the business (the area in which they work), its clients and its work
• Is proactive in managing tasks and situations
• Able to problem solve and demonstrate good judgement, willing and confident to challenge when appropriate
• Demonstrate strong attention to detail and produce high quality / accurate work
• Exhibit strong professional communication skills, both oral and written
• Build successful relationships with partners, counsel and fee earners to identify individual requirements
• Have an enthusiastic approach to change and adapt to an ever-evolving role
• Ensure flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role
• Take responsibility with regard to team building and providing a supportive environment to colleagues
• Maintain a professional attitude remaining calm under pressure
• Ensure familiarity and compliance with A&O Shearman standard operating procedures and any group-specific procedures
• Take responsibility for ensuring personal development and IT skills are maintained and improved

Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any adjustments as required.

We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.

We recognise that our people are our most valuable asset, which is reflected in the wide range of benefits that are available to our employees. Some of these benefits include: our occupational pension scheme, group income protection cover, private medical insurance, mental health resources and free apps, health and wellbeing services encompassing an onsite gym, wellbeing centre and GP service, emergency back-up care support, parental and special leave, holiday entitlement increasing with length of service, holiday trading, season ticket loans and online discounts and lifestyle management services.

Our approach to hybrid working seeks to combine and maximise the benefits of effective remote working with the benefits of being in the office. Our current hybrid working arrangements require office based working for a minimum of 60% of your time ( i.e. three days per week for a full time role ) in accordance with our hybrid working policy.