Legal Executive Assistant

Summary:

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.

We are looking for a Legal Executive Assistant to provide assistance and secretarial support to Partners, Associates and Staff.

This role reports to the Director of Administration and Operations Manager.

Responsibilities include:

Extensive and accurate diary management for all attorneys

Document production, including heavy amendments and formatting, track changes (if applicable) and working in multiple versions of documents

Arrange meetings, lunches and dinners and follow up with confirmations

Complex travel arrangements, including flights, accommodation, visas and transfers

Handle telephone queries and relay relevant messages accurately

Photocopying, printing, binding, scanning and filing of original and electronic documents

Involvement in the billing process; including distribution of prebills, liaising with the partner and accounts department to finalise bills and send to clients in a timely manner

Timesheet entry for attorneys using Expert Time/iTimekeep

Preparation of expense claims, invoice requests and petty cash reports

Assist with the opening of new client files and new matters, including obtaining the necessary KYC documentation for every client

Input client development events and meetings into InterAction

Provide additional secretarial support for other partners/attorneys as required due to their Executive Assistant being absent

Apart from the duties summarised herein, we retain the right to include other reasonable duties which are part of, and incidental to, this type of work.

Qualifications:

Strong organisational skills and attention to detail

Ability to prioritise tasks and work effectively in a fast paced, professional environment

Ability to use own initiative, working independently and as a team member

Proactive attitude with a good work ethic

Excellent written and verbal communication skills

Professional, flexible and collaborative approach

Fluent in English (Arabic is a bonus), both verbal and written

Complete discretion and sound judgement when handling sensitive information

Willingness to build and improve secretarial skills

Knowledge of administrative procedures

Willingness to work overtime when required

Able to work to tight deadlines

Experience:

Experience working with Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)

Templates and numbering tools for Word

Adobe Acrobat DC Pro

iManage 10 (document management system)

Expert Time/iTimekeep (time recording)

Emburse Enterprise (expenses and invoices)

Workshare Professional (comparisons and metadata stripping

InterAction (contact management database used by partners/secretaries)

Minimum five years’ current experience working in a major UK or US law firm

Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.

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For technical difficulties with our online application, please contact us at [email protected] . Our recruiting support team will respond as soon as possible.

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Gibson Dunn is committed to ensuring equal employment opportunities for all qualified applicants, including individuals with disabilities. We strive to ensure an inclusive and accessible hiring experience. The Firm will provide reasonable accommodations to qualified individuals with disabilities to enable participation in the application and recruitment process, unless doing so would impose an undue hardship, in accordance with applicable laws and regulations.

If you require a reasonable accommodation to complete an application, participate in an interview, or otherwise take part in the recruitment process, please contact us at [email protected] . Please note, this is a dedicated email inbox established exclusively to assist applicants with accommodation request related to the recruitment process. Inquiries about the status of an application or other non-accommodation matter will not receive a response.

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Notice to Recruitment Agencies: Gibson Dunn does not accept unsolicited resumes from recruitment agencies, headhunters, or vendors. Resumes sent to any Gibson Dunn employee or attorney, or submitted by an agency through the direct candidate application portal will not establish agency ownership of the candidate and Gibson Dunn will not be expected to honor an agency’s terms or pay any related fees. When a role is open for agency submissions, Gibson Dunn will notify our current agency partners and make the position available through our Agency Portal in Greenhouse. Only agencies that have been given portal access are authorized to submit candidates for consideration. Agencies without a current agreement that wish to be considered for future opportunities may contact [email protected] . Please do not send resumes to this address.