Administrative Officer

6 days ago

Muscat, Muscat, Oman Law Full time 30,000 - 60,000 per year

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.

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