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.