Legal Secretary wanted by Marriott hotel in Dubai

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Posting Date May 16, 2018
Job Number 18001EEI
Job Category Administrative
Location Dubai Development, Dubai,
Position Type Non-Management/Hourly

Responsibilities Summary
Position reports to VP & Senior Counsel and any other attorneys in the law department.
Act as liaison between the attorney team member, corporate and regional personnel, and outside counsel. Liaise with outside counsel regarding the receipt of invoices and assist in the approval and payment process of such invoices.
Compose, type, and transmit correspondence; type/merge, red-line, and transmit letters, agreements, contracts, and other legal documents.
Track correspondence requiring response and keep attorney team member apprised of status.
Screen telephone calls; handle matters not requiring the recipient’s attention; refer calls to other appropriate parties for handling; organize meetings and conference calls.
Coordinate and maintain calendars for attorney team member.
Create and maintain desk files and permanent files, including up-to-date filing and transmittals to Records Management Section.
Review all incoming mail and bring priority items to the recipient’s attention.
Handle all travel arrangements, prepare expense reports, and process check requests.
Provide support in research of files and compilation of data as necessary.
Assist attorney team member in data entry and maintenance of practice area’s contract database and database reporting.

Specific Duties

Planning and Organizing
Manage calendar for attorney’s team members including scheduling and canceling meetings, and handling high-priority scheduling issues.
Coordinate, schedule, and prepare for meetings, including scheduling conference rooms, preparing docket reports or agenda items, prior distribution of materials, room set up, audio visual equipment set up, conference line initiation, and food and beverage arrangements.
Make travel arrangements and coordinate logistics including transportation, reservations, and lodging arrangements. Prepare expense reports.
Prepare and edit presentations, agendas, memos, letters, spreadsheets, and other business documents.
Take notes during and prepare minutes from meetings.
Review all incoming mail and bring priority items to the attention of the appropriate attorney team member; track matters requiring response/action and keep supervisor apprised of status.
Assist with or take lead role in special projects for the Practice Leader/Group as requested.
Assist team leader with overflow as requested.

Filing / Documentation / Reporting
Coordinate with the Zurich and US law departments; the entering of matters in the Law Manager database and the update of the database information, including revision and search of database for report and record management.
Handle execution, notarization and legalization of documents (such as Powers of Attorney and Declarations), including coordinating with signatories, accounting and messengers, and researching relevant international procedures.
Compose, type, and transmit correspondence and e-mails; type, black-line, proofread, and transmit letters, agreements, contracts, and other legal documents.
Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, chron file, etc.
Create and maintain desk files and permanent files, including up-to-date filing and transmittals to the Records Management Section.
Coordinate certain Group-wide functions such as document, evidence or record retention.
Provide support in research of files and compilation of data as necessary, including research of files on iManage.