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Legal Executive Secretary

Legal Executive Secretary

KDDLa Gran YajaFarwaniya, Sabhan, Kuwait
7 منذ أيام
الوصف الوظيفي

Job duties include but are not limited to :

  • Handling all correspondences on behalf of the direct manager, ensuring approvals, and assigned tasks are in place.
  • Prepare, format, and proofread legal documents, including pleadings, contracts, and correspondence.
  • Accurately transcribe legal proceedings, interviews, and dictations.
  • Utilize legal software and databases for case management and research.
  • Ensure legal and ethical compliance in all tasks, including confidentiality and legal regulations.
  • Translating and emailing Arabic correspondences to the direct manager, also assisting the legal team and other departments with typing Arabic / English letters and contracts, and archiving copies.
  • Executing Oracle requirements for the Legal Department, including annual and rejoin reports, sick leaves, and encashments.
  • Managing stock control of stationery and IT requirements for the Legal Department. Maintaining soft filing for Legal Department correspondence and archiving in relevant repositories.
  • Assigning correspondence reference indexing for outgoing correspondence and archiving copies under relevant repositories.
  • Managing Outlook (Calendar) and zoom meeting invitations, retaining courier account statements, and sending them to designate top management.
  • Arranging ticket and hotel bookings upon instructions from the manager or top management.
  • Liaising with the Transport Department for pick-up instructions. Managing business cards workflow and retaining them.
  • Distributing VIP / normal giveaways according to approved distribution lists.
  • Handling NDAs (Non-Disclosure Agreements) and updating the "List of Suppliers" as per signed NDAs.
  • Ensuring all files and supplier lists are updated and accessible to top management.
  • Acting as a replacement for the Chairman's office manager during their absence.
  • Processing top management correspondences with strict confidentiality.
  • Managing travel services, including air tickets, travel insurance, hotel arrangements, and more.
  • Handling various administrative tasks, filing, and correspondence.
  • Executing Oracle-based services like travel requests, leave requests, purchase requisitions, etc.
  • Ethical liaison with other department heads.
  • Taking responsibility for managers' expense reports.
  • Participating in cross-training as required.
  • Building and maintaining relationships with key constituents to ensure adherence to company policies.
  • Complying with Health, Safety, and Environment regulations.
  • Executing top management instructions when directed.

Required Qualification :

  • Education : University graduate in Administration or any relevant field (required)
  • Work Experience : 3 to 5 years of executive administrative duties, advanced MS Office (Excel, Word, PowerPoint, Outlook), Oracle user, skilled in filing workflow and document control, performing a wide range of administrative and coordination tasks and supporting Senior Management and legal teams
  • Language : Bilingual (Arabic & English)
  • Should have worked on Salah Al Jassem Software / Application.
  • Understanding of Kuwait corporate legal compliance
  • Knowledge of legal framework governing business operations in Kuwait.

    • Required Professional Skills :

  • Ability to efficiently manage schedules, appointments, and tasks to ensure smooth operations and prioritize tasks effectively.
  • Strong written and verbal communication skills for effective interaction with executives, colleagues, clients, and external stakeholders.
  • High level of accuracy and thoroughness in handling documents, correspondence, and tasks.
  • Capability to handle multiple tasks and projects simultaneously while maintaining a high standard of work.
  • Aptitude to identify challenges and find practical solutions in a fast-paced environment.
  • Ability to handle sensitive information with the utmost discretion and maintain confidentiality.
  • Familiarity with office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and Oracle other relevant tools.
  • Skill in managing executives' schedules, coordinating meetings, and arranging appointments efficiently.
  • Ability to organize, maintain, and retrieve digital and physical documents efficiently.
  • Readiness to adjust to changing priorities and tasks, especially in dynamic work environments.
  • Strong interpersonal abilities to interact professionally with diverse individuals and build positive relationships.
  • Capability to proactively address issues and provide effective solutions independently.
  • Ability to gather and synthesize information for reports, presentations, and decision-making.
  • Demonstrated commitment to providing excellent service to executives, colleagues, and external contacts.
  • Skill in handling pressure and maintaining composure during demanding situations.
  • Effective writing skills for composing emails, reports, memos, and other correspondence.
  • Willingness to take the initiative, anticipate needs, and make informed decisions.
  • Ability to collaborate with colleagues and work as part of a team to achieve common goals.
  • Depending on the context, proficiency in Arabic and English and foreign language may be beneficial for communication with international stakeholders.
    • إنشاء تنبيه وظيفي لهذا البحث

    Executive • La Gran YajaFarwaniya, Sabhan, Kuwait