Job Description

Company: Department of Culture and Tourism Job Title: Legal Secretary Sector: Office of Undersecretary Department: Legal & Government Affairs Direct Manager: Legal & Government Affairs Director Lead all administrative support and tasks provided for the Legal & Government Affairs Department, as well as for other internal sectors/departments. The Legal Secretary role will enhance the department's work efficiency and effectiveness through the management of the department's schedules, documents, and arrangements. The Legal Secretary role will work as a point of contact for coordination between the internal team and external parties. The role will be responsible for facilitating management of correspondences and will conduct research, analysis, reviews, and verifications for a high volume of legal documents, cases, and reports, as per the department's needs and requirements. Key Accountabilities Administration and Support Lead all administrative support provided for the Legal & Government Affairs department and for other internal sectors/departments. Build and maintain relationships with relevant internal and external contacts, and work as a point of contact for coordination between the Legal & Government Affairs Department and internal/external parties. Establish and manage a calendar to arrange schedules and meetings with relevant parties and legal counsels, as well as organize internal and/or external events. Review incoming correspondences and requests and determine their urgency to work with legal counsels accordingly. Maintain updated status of legal matters in progress. Liaise with legal counsels to track legal cases and deliverables to ensure submission in line with established timelines and standards. Proactively provide suggestions to improve overall legal operations and workflow to enhance clients' experiences. Provide required support to manage and track the department's budgets and prepare related reports as per defined timelines and accuracy standards. Handle all legal fees, including tracking and verifying external lawyers' fees. General document administration (scanning, photocopying, couriering). Legal Documentations and Reports Conduct document management protocols using a document management system. Maintain accurate records/databases and logs for the Legal Affairs Department, including organizing and listing all contracts reviewed by Legal Affairs. Manage and maintain the safekeeping of all original legal documents including contracts. Review relevant laws and regulations contributing to expand understanding and ensure compliance by DCT's employees. Conduct research, analysis, reviews, and verifications for a high volume of legal documents, reports, and correspondences, supporting the department to increase its overall efficiency and effectiveness. Produce information and detailed letters, documents, and correspondences in line with defined legal requirements, formats, and standards. Maintain confidentiality of the department's reports and information, while ensuring that all legal documents and files are continuously protected. Ensure that all produced legal reports and documents are comprehensive and properly formatted in line with established requirements and defined components. Information and Databases Manage and maintain filing systems and databases to ensure easy access and effective utilization and retrieval of the department's files and reports, when required. Work as a focal point to access and retrieve required information/data from databases and systems. Perform any other assigned tasks and responsibilities, as required. Policies, Processes and Procedures Follow all section policies, processes, procedures, and instructions so that work is carried out in a controlled and consistent manner. Collaborate with internal and external stakeholders on matters related to the area to facilitate the flow of information and build awareness in those areas. Day-to-Day Operations Follow the day-to-day operations set by the line manager in the section to ensure continuity of work and the delivery of effective and high-quality outputs. Report on a regular basis to the line manager on operational activities, challenges, hurdles, and methods of resolution or mitigation, as required to keep the Line Manager informed and updated about section activities. EHS (Environment, Health and Safety) Comply with all relevant EHS guidelines, policies, and procedures by reporting incidents and hazards in a timely manner, and reduce consumption of natural resources to support in protecting the environment and ensure a healthy and safe work environment. COMMUNICATION & WORKING RELATIONSHIPS Legal & Government Affairs Department Other DCT's Sectors/Departments Clients, Contacts, and Third Parties External Lawyers Qualification (e.g., Academic Qualification, Certifications, Licenses) Legal Certification or Bachelor's Degree in Law, Business Administration, or equivalent. Experience At least 8 years of experience as a legal secretary at an international law firm or equivalent experience within a similar role. Preferably, someone who has a strong background in the legal field with a deep understanding of legal terminologies, as well as legal documentation and letters. Key Skills Excellent communication skills: ability to prepare and present written documents and oral presentations. Effective organizing and planning skills: ability to create and keep deadlines; set and meet goals, manage schedules, and think strategically. Researching, analyzing, and reporting skills: ability to analyze quantitative and qualitative data, compare results, and draw conclusions. Strong technical and IT skills: ability to gather and interpret data; ability to utilize computer technology; and ability to use applications and software (Microsoft Excel, PowerPoint, and Word). Bilingual and ability to translate from Arabic to English (and vice versa). Very strong grammar, spelling, vocabulary, and language skills. #J-18808-Ljbffr