Legal PA

Legal PA at A&O Shearman Skip to main content A&O Sherman A&O Shearman A&O Shearman Search by keyword Search by location Search A&O Shearman Working at A&O Shearman Working at A&O Shearman Culture and benefits Training and development Candidate charter Ways of working A&O Shearman Early careers Early careers Hiring events A&O Shearman Working at A&O Shearman Working at A&O Shearman Culture and benefits Training and development Candidate charter Ways of working Experienced careers Early careers Global locations Legal PA Dubai, United Arab Emirates Apply Save job Job ID 11200BR Location Dubai, United Arab Emirates Job Family Business teams Practice Area Global financial markets Job Type Permanent Working Arrangement Hybrid 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

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. You will provide fee earners with high-quality PA support, enabling them to focus on providing legal services and client development. Specifically: diary management and day-to-day schedule organization for partners, counsel and fee earners; coordination of meetings and ensuring all necessary arrangements; proactive management to ensure timely attendance and proper documents/presentations; professional handling of calls, emails, and post; proactive email/voicemail routing; planning travel programmes and itineraries; preparing holiday/absence handover notes; liaison with teams regarding coverage of absences; deal/matter support including file opening, client care, and end-of-matter details; setup of Compass meetings; on-boarding of associates; support for partner-led projects; end-to-end matter administration and engagement letters; regular engagement with matter managers to identify efficiencies; document support (letters, correspondence, presentations, reports, legal documents) and proofreading; preparation of agendas and meeting papers; urgent document edits; liaising with Document Production for timely document completion; Finance responsibilities including understanding the billing process, submitting expense claims, updating Intapp Time, completing timesheets, attending WIP meetings, liaising with billing to action write-offs, editing time narratives in 3E, and generating invoices; working with the Working Capital Controller and Credit Control on disbursement invoices and monthly working capital processes; ensuring follow-up actions from monthly meetings; and contributing to business development activities such as client pitches.