Job description

We have an exciting new opportunity for a Legal PA to join our Global Financial Markets (GFM) team, based in the A&O Shearman Dubai office.

What you will do

In this role, you will work with the global co-head of the relevant global practice group and the related management team to support them with appropriate aspects of their roles, including interaction with practice group teams in various offices across the firm.

Additionally, you will provide fee earners with effective high-quality PA support that appropriately meets their requirements, enabling them to focus on providing legal services and client development. In particular, support with effective diary management; all matters with regard to finance; travel arrangements; communication control (telephone, email and post); and preparation of confidential and often complex documents and presentations.

This includes:

General PA Duties

Daily maintenance of diary events and organisation of the day-to-day schedule of partners, counsel and fee earners, to include the identification and resolution of potential issues
Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
Proactive management of fee earners to ensure that they attend meetings on time and with the appropriate documents/presentations
Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
Proactive management of emails, voicemails and general post, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are highlighted and responded to appropriately
Planning and coordination of comprehensive travel programmes, to include booking flights, hotels, car transfers, and preparation of itineraries etc.
Preparation of holiday/absence handover notes and liaison with team with regard to covering fee earner absences
Deal/Matter Support – Coordination of file opening, client care, and end of matter details
Assist with setting up Compass meetings for associates and mid/end of seat reviews for trainees
Support with on-boarding of associates
Assist with any projects the partners are leading on

End to end Deal/Matter Support

Coordinate and take responsibility for the matter inception process
Proactive preparation and completion of appropriate engagement letters and terms
Regular engagement with matter manager and team to identify and support efficiencies throughout the lifecycle of a matter
Manage all aspects of matter administration and provide guidance regarding protocols

Document Support

Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution
Complete urgent document edits for matters (other document work to document production) where these are not being done by DP
Liaise with Document Production, where required, to ensure timely return and completion of documents

Finance

Demonstrate an understanding of the end-to-end billing process and financial system
Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies
Routinely update Intapp Time; complete and close timesheets where appropriate and prompt fee earners where necessary
Attend WIP meeting (if appropriate) and liaise with billing team to ensure any write-offs are actioned before production of all relevant documentation
Edit time narratives within 3E
Use 3E to view time on matters; print billing guides and prepare invoices
Work alongside the Working Capital Controller and Credit Control team in all aspects in relation to billing, ensuring disbursement invoices are authorised and added to the file in preparation for billing
Ensure all follow up actions are completed following the monthly working capital meetings
Facilitates and educates about process for submission of expense claims for fee earners
Management of partners/counsel expenses

Business Development

Work on client pitches, to include awareness of date for submission to client; liaison with Business Development, Creative Services and local printers for timely production of documentation
Coordinate/organise client events and ensure all details, post-event, are followed up
Undertake research on clients or potential clients, including putting together briefing packs as and when required
Maintain/update Dynamics experience records and events calendar; liaise with fee earners and Business Development to ensure all information is collated
Monitor contact with key clients and prompt for a call, lunch, or meeting. Advise partner of key activities of client (e.g. birthdays, maternity leave etc.)
Understand and appreciate key client contacts and build relationships with PAs at key clients
Ensure A&O Shearman databases are kept up to date, e.g. Dynamics, CVs and A&O.com

What you will have

The successful candidate will hold:

Significant experience partnering with senior stakeholders to develop, influence, and implement business strategy and operational objectives.
Demonstrated ability to take ownership of responsibilities, prioritise competing demands, adapt to changing business needs, and deliver high-quality outcomes in a professional manner.
Proven ability to handle sensitive and confidential information with discretion, sound judgement, tact, and diplomacy.
Ability to work independently, manage competing priorities, and deliver results with minimal supervision.
Strong commercial awareness, with a good understanding of business operations, client service, and the wider organisational context.
Strong analytical, problem-solving, and decision-making skills, with the ability to exercise sound judgement, constructively challenge stakeholders, and remain effective under pressure.
Strong attention to detail, with a track record of producing accurate, high-quality work within agreed deadlines.
Excellent verbal and written communication skills, with the ability to communicate effectively across all levels of the organisation.
Proven ability to build and maintain effective working relationships with partners, senior leaders, and key stakeholders to understand and meet business requirements.
Experience contributing to a collaborative team environment and supporting the development, engagement, and success of colleagues.
Experience working within established policies, procedures, and governance frameworks, ensuring compliance with organisational standards.
Commitment to continuous professional development, including maintaining and enhancing relevant technical, systems, and technology skills.

Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any adjustments as required.

We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.

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