PA

Job description

Keen to become part of a truly global, collaborative team of professionals? Your journey begins here. Job Title PA Department Secretarial Services Reports To Finance and Operations Manager Dubai Working Hours 40 hours per week, 9am to 6pm but additional hours may be required. Strictly no agencies please - we are not accepting introductions / CVs from recruitment agencies for this vacancy. Firm Description Hogan Lovells Cadwalader is a global law firm trusted by clients to deliver on complex, high-stakes matters. Operating at the intersection of business, finance, and government, we bring an unwavering commitment to client service and the decisive counsel that helps clients achieve exceptional results. The Hogan Lovells Cadwalader office in Dubai is based in the Dubai International Financial Centre, the leading global financial center and lifestyle destination in the Middle East, Africa, and South Asia region. Reflecting this thriving business destination, our Dubai attorneys offer clients doing business in the region a combination of in-depth knowledge of the Middle East legal system and innate understanding of—and respect for—the region’s culture and ways of conducting business. Duties: To produce accurate and well-presented documents in line with the firm’s House Style Manual. To organise and prioritise workloads and keep a level-headed approach when under pressure. To take accurate telephone messages for fee earners and deal helpfully and professionally with queries from internal and external callers. To effectively manage fee earners’ Outlook calendars. To maintain up to date filing systems to allow fee earners to find and use documents easily and efficiently and assist generally with document management including storing and archiving of files. To understand and effectively use the firm’s technology and to participate in appropriate training to develop skills further or to adopt new systems. To register new clients using the internal registration system and further liaise with London regarding conflicts and document requirements. To acquire a thorough knowledge of the workings of the firm to make effective use of all support departments. To arrange conference calls, lunches, travel arrangements and meetings and assist with preparation of any meetings. To act as part of the PA team, assisting with work overload when necessary and offering help to colleagues when needed. To proactively manage fee earners’ client details on the in-house system by entering new contacts, updating changes to contacts. To assist with various Business Development duties which includes the RFP process. To assist fee earners with requesting billing guides and production of bills. To participate in any lunchtime reception rota, as this always ensures PA support. To be actively helpful to secondees and new recruits to the group with any queries they have. To ensure fee earners’ time is recorded on Intapp Time, particularly in the absence of fee earners. Maintain strict confidentiality. Skills and Experience Previous secretarial experience in a law firm is necessary, with minimum 65 wpm copy typing speed whilst maintaining proficiency in IT systems and procedures. Effectively performing admin tasks as requested by fee earners, possessing full understanding of the firm’s house style to produce accurate documentation as well as the ability to prioritise work. Actively offers to assist other PAs when not busy. General Attributes Meticulous attention to detail to ensure error-free documentation. Discretion and integrity when handling confidential and sensitive information. Resilience and composure under pressure. Equal Opportunities Employment Statement It is the policy of Hogan Lovells to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of racial or ethnic origin, religion, sex, gender and gender identity, age, sexual orientation, marital and civil partnership status, pregnancy or disability.