Legal Secretary

The Corporate Legal Secretary provides essential administrative, marketing, and client communication support to a law firm's corporate department. This role ensures the smooth daily operation of the department through effective document management, coordination of communications, and assistance in marketing initiatives. The Secretary is a central point of contact between clients and lawyers, contributing to the department's efficiency and professionalism.

Responsibilities

• Prepare, format, and edit legal and corporate documents, correspondence, and reports.
• Maintain and organize physical and digital filing systems for client and corporate records.
• Schedule meetings, send calendar invites, and coordinate internal and external appointments.
• Print, scan, copy, fax, and bind documents as needed.
• Draft and finalize engagement letters and other client communications.
• Coordinate the signing, stamping, and dispatch of documents for hand delivery or courier.
• Track deadlines, appointments, and document submissions to ensure timely completion.
• Serve as a first point of contact for client calls and emails, recording queries and relaying messages to lawyers.
• Follow up with clients on document requirements, meeting arrangements, and general inquiries.
• Maintain an updated list of active clients and prospective clients.
• Prepare and send professional correspondence under a lawyer's direction.
• Assist in the preparation of marketing materials, brochures, and client presentations.
• Coordinate the submission of firm matters and lawyer profiles for legal directories (e.g., Legal 500, IFLR1000, Chambers & Partners).
• Draft firm announcements and updates for email newsletters and social media posts (LinkedIn, Facebook).
• Update and maintain the firm's internal marketing and communications database.
• Assist in compiling tender documentation or Requests for Proposals (RFPs) when required.
• Liaise with internal departments (e.g., accounting, translation, litigation) as needed.
• Support lawyers with administrative requests and the coordination of departmental tasks.
• Provide reception or office support if assigned.
• Operate the system for conflict checks, invoice generation, client registration, and file archiving.

Qualifications

• Proven experience in a law firm or professional services environment preferred.
• Strong command of English; Arabic proficiency is an advantage.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong organizational and multitasking abilities.
• Discretion and confidentiality in handling client and firm information.
• Ability to work independently and as part of a team in a fast-paced environment.