Legal Secretary📣 إعلان

About the Role

Clyde & Co is seeking a Legal Secretary to provide comprehensive legal support to Fee Earners across the Kingdom of Saudi Arabia and, where required, the wider MEA region. This full-time role is responsible for supporting the delivery of Fee Earner's work by undertaking all aspects of the Legal Secretary function. The position requires coordination with Administrative Assistants and Document Production teams based within the GBS hub in the United Kingdom, while retaining ownership and accountability for all tasks through to completion. The role ensures effective workflow management, organizational support, and the consistent delivery of high-quality client service.

Key Responsibilities

• Manage client relationships, including handling basic queries and ensuring familiarity with client contacts.
• Oversee document production, checking accuracy and formatting of work from Document Production teams or speech recognition before submission to Fee Earners.
• Handle client-related calls, including message taking.
• Liaise with clients and the marketing team to support scheduling of tender meetings, directory interviews, and client training.
• Manage client and contact information within relevant systems, ensuring new prospects and business development information are accurately recorded.
• Maintain up-to-date knowledge of client-specific protocols and processes, including regional variations, and provide guidance where necessary.
• Assist with file opening and closing procedures via the Client Matter Intake Team (CMI) and supervise general filing, record keeping, and engagement letter production, ensuring compliance.
• Monitor key client dates and ensure compliance procedures are current on all files and matters, liaising with MEA region teams as needed.
• Support Fee Earners in business development activities, including preparation of CVs, pitches, presentations, capability statements, and client registration portals.
• Collaborate with Business Development Managers across the MEA region to maintain the CRM, ensuring client contacts are updated in Interaction and handling 'bounce-backs'.
• Assist in the organization of internal and external events, seminars, and conferences.
• Manage diaries, ensuring they are up-to-date and anticipating requirements, including cross-regional meetings, travel, and coordination with regional stakeholders.
• Produce and maintain Excel spreadsheets as required.
• Act as the first point of contact for the team, addressing queries and providing exceptional client service.
• Arrange for the preparation and collation of internal sector newsletters and briefings.
• Manage administrative tasks such as photocopying, printing, organizing couriers, and sending correspondence.
• Receive and act upon instructions via digital dictation.
• Maintain LinkedIn profiles, updating connections and adding new activity.
• Arrange travel and accommodation, preparing and tracking itineraries.
• Arrange restaurant bookings for Business Development and Client meetings.
• Maintain Fee Earner mailboxes and electronically file emails and documents.
• Handle emails during Fee Earner absences, taking appropriate action.
• Conduct ad hoc internet research.
• Update client/contact databases on Outlook and InterAction.
• Provide cover for other team members when capacity allows.
• Serve as a key point of contact for Fee Earners and Clients, coordinating with regional and cross-regional counterparts to maintain relationships and ensure a high level of support.
• Monitor post and emails, ensuring client correspondence is passed to the appropriate Fee Earner and actioned, including drafting responses and prioritizing emails.
• Liaise with and support immediate colleagues and, where practical, across the MEA region as requested.
• Take minutes and follow up on designated actions to ensure completion.
• Liaise with and take direction from your Legal Support Manager.
• Communicate planned absences to the Legal Support Manager and Team Leader, arranging cover as necessary.
• Assist Fee Earners with billing-related tasks.
• Review and update time allocation and disbursements, ensuring appropriate matter allocation.
• Request cheques, bank transfers, and process incoming money.
• Support the coordination of the WIP process.
• Handle matter-related finance administration, including APRs, BACs, and TTs.
• Process expenses.
• Manage priorities and workloads to ensure deadlines are met, liaising with Team Leader/Legal Support Managers regarding challenges.
• Manage the creation and maintenance of data rooms and client information in accordance with case milestones.
• Ensure client and matter data is maintained and updated within appropriate systems, raising requests with the BAU team globally as appropriate.
• Undertake online applications for entities such as Companies House, Land Registry, Searchflow, and CRU forms, including conducting searches and completing requisite forms.
• Ensure compliance with firm-wide and department policies and procedures.
• Arrange and attend team meetings.
• Liaise with Fee Earners, Team Leaders, and Legal Support Managers to take instructions and discuss work requirements.
• Consistently update service users on progress where appropriate.
• Regularly offer assistance wherever possible.

Essential Skills and Experience

• Advanced knowledge of document management/case management systems.
• Effective communication skills with the ability to establish and build client relationships, striving to provide exceptional service.
• Customer/client service focus.
• Proven experience of managing high-level client-facing tasks and priorities with a hands-on, practical approach.
• Ability to investigate issues and see problems through to conclusion.
• Conscientious, taking personal responsibility for work and accountability for its delivery and quality.
• Excellent team player, willing to share in team goals and take on new responsibilities and challenges.
• Positive attitude with the ability to adapt to change.
• Confidential and discreet, with the ability to redirect information appropriately to ensure effective resolution of concerns.
• Well-organized and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables.

Technical Skills

• Experience of working in a legal or professional services environment.
• Aptitude for providing top-level organizational support, anticipating support needs, and producing documents and client communications of the highest standard.
• Advanced knowledge of Microsoft Office.

Work Environment

This is a full-time position based in Riyadh. The role requires 0-1 years of experience.