Legal Secretary
Summary:
Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.
We are looking for a Legal Secretary to provide assistance and secretarial support to Partners, Associates and Staff.
This role reports to the Director of Administration and Operations Manager.
Responsibilities include:
Extensive and accurate diary management for all attorneys
Document production, including heavy amendments and formatting, track changes (if applicable) and working in multiple versions of documents
Arrange meetings, lunches and dinners and follow up with confirmations
Complex travel arrangements, including flights, accommodation, visas and transfers
Handle telephone queries and relay relevant messages accurately
Photocopying, printing, binding, scanning and filing of original and electronic documents
Involvement in the billing process; including distribution of prebills, liaising with the partner and accounts department to finalise bills and send to clients in a timely manner
Timesheet entry for attorneys using Expert Time
Preparation of expense claims, invoice requests and petty cash reports
Assist with the opening of new client files and new matters, including obtaining the necessary KYC documentation for every client
Input client development events and meetings into InterAction
Coordinate with the secretary team to handle the main reception switchboard, welcome visitors and prepare meeting rooms
Provide additional secretarial support for other partners/attorneys as required due to their secretary being absent
Apart from the duties summarised herein, we retain the right to include other reasonable duties which are part of, and incidental to, this type of work.
Qualifications:
Ability to prioritise and multi-task
Ability to use own initiative, working independently and as a team member
Proactive attitude with a good work ethic
Excellent communication and organisational skills
Friendly and approachable manner
Fluent in English & Arabic, both verbal and written
Complete discretion and professionalism
Willingness to build and improve secretarial skills
Knowledge of administrative procedures
Willingness to work overtime when required
Able to work to tight deadlines
Experience:
Experience working with Microsoft Windows 10
Experience working with Microsoft Office Professional 2018 (Word, Excel, PowerPoint, Outlook)
Templates and numbering tools for Word
Adobe Acrobat DC Pro
iManage 10 (document management system)
Expert Time (time recording)
Chrome River (expenses and invoices)
Workshare Professional (comparisons and metadata stripping
InterAction (contact management database used by partners/secretaries)
Minimum five years’ current experience working in a major UK or US law firm
Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.
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For technical difficulties with our online application, please contact us at staffrecruiting@gibsondunn.com . Our recruiting support team will respond as soon as possible.
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Gibson Dunn is committed to ensuring equal employment opportunities for all qualified applicants, including individuals with disabilities. We strive to ensure an inclusive and accessible hiring experience. The Firm will provide reasonable accommodations to qualified individuals with disabilities to enable participation in the application and recruitment process, unless doing so would impose an undue hardship, in accordance with applicable laws and regulations.
If you require a reasonable accommodation to complete an application, participate in an interview, or otherwise take part in the recruitment process, please contact us at recruiting-accommodations@gibsondunn.com . Please note, this is a dedicated email inbox established exclusively to assist applicants with accommodation request related to the recruitment process. Inquiries about the status of an application or other non-accommodation matter will not receive a response.