Legal Secretary

Date: Jun ‎23, ‎2022
Location: Saudi Arabia
Company: King Abdullah University of Science & Technology
Job Purpose:

The Legal Secretary performs a variety of confidential and sensitive
administrative secretarial and clerical duties for a team of attorneys in the
Office of General Counsel to enhance the attorneys' effectiveness and
accomplishment of departmental goals.

Major Accountabilities:
Secretarial:
* Prepares, reads, edits, and formats correspondence, presentations, contracts, agreements, reports, and databases.
* Manages, stores, and archives electronic and paper files and various legal matters in an organized manner, using an electronic document management system.
* Maintains attorneys' and department calendars of activities and coordinates and arranges meetings and various events, setting priorities for time, urgency, and monitoring deadlines, and meeting dates.
* Performs special projects and assignments as requested.
* Drafts routine communications and correspondence using strong English writing skills.
* Reviews reports, files, and other documents for the purpose of ensuring accuracy, completeness, and conformance to standard procedures.
* Answers and handles telephone calls and inquiries in an appropriate manner, using a good understanding of department and University functions and priorities.
* Performs general clerical duties, including printing, photocopying, faxing, mailing, ordering, receiving, and storage of basic office supplies, business cards, and stationery to maintain sufficient quantities on hand at all times.

Administrative:
* Prepares agendas for meetings and conferences and gathers and keeps records of materials used; takes and/or assists with the preparation of minutes of meetings and agendas for meetings.
* Coordinates and facilitates business travel arrangements and expense reimbursements.
* Liaises between management and staff by transmitting memos, instructions, and work assignments to the attorneys and following up on the statuses of assignments.
* Supports attorneys in their University Committee assignments, including, but not limited to, preparing committee documentation, logistics of meetings, and liaising with other key stakeholders.
* Conducts searches and basic legal research to find needed information.
* Accepts ownership for accomplishing new and different requests and exploring opportunities to add value to job accomplishments.
* Assists with administration of Legal Scholars Program and other educational and outreach programs of the office.
* Serves as a member of the digital transformation team within the office and provides support to the team as requested from time to time.

Performs other duties as required and assigned by the Head of Legal to ensure
an efficient and
effective work environment.

Person Requirements:
Competencies:
* Able to work with minimal supervision, independently and as part of a team.
* Able to work under pressure and prioritize work.
* Flexibility to help out where necessary.
* Demonstrate the ability to make independent decisions and to ascertain the need for timely escalation of matters to higher management.
* Able to resolve problems or inquiries with minimal or no supervision.
* Able to understand and use appropriate methods, tools, and applications, including advanced Internet search engine skills, Microsoft Office suite (including Microsoft ‎365, Outlook, Word, Excel, PowerPoint, and Teams).
* Must have word processing skills of ‎50-‎60 wpm, with minimal errors.
* Highly organized, efficient with a keen eye for detail.
* Able to develop and maintain effective relationships with others in order to encourage and support effective communication and teamwork to achieve departmental goals.
* Demonstrates a rational and organized approach to work.
* Able to plan, schedule and monitor own work within short time horizons.

Qualifications:
* A university degree in business, office administration, or equivalent.
* Legal Secretary or Paralegal certificate preferred.

Experience:
* At least ‎5 years' recent and relevant office management experience providing administrative and secretarial support.
* Some experience working in a transaction-focused, legal environment is preferred.