Administrative Assistant

Position Overview

United Advocates Law Firm is seeking a meticulous and proactive Administrative Assistant to join our dynamic legal team in Jeddah. In this pivotal role, you will serve as the backbone of our administrative operations, providing essential support to attorneys and paralegals while ensuring the seamless functioning of our office. The ideal candidate will thrive in a fast-paced legal environment, demonstrating exceptional organizational prowess, unwavering attention to detail, and the ability to multitask effectively. While prior experience in a legal setting is advantageous, it is not a prerequisite for this opportunity. If you are a highly motivated professional with a passion for administrative excellence and a commitment to maintaining the highest standards of confidentiality and professionalism, we invite you to apply.

Key Responsibilities

As an Administrative Assistant at United Advocates Law Firm, your core responsibilities will encompass a diverse range of tasks designed to support our legal team and enhance operational efficiency. Your duties will include:

• Calendar and Scheduling Management: Oversee and manage the calendars of attorneys and paralegals, coordinating appointments, meetings, and client consultations with precision and professionalism.
• Document Preparation and Management: Draft, proofread, and file legal documents, correspondence, and forms with meticulous attention to detail. Maintain and update legal files, ensuring accurate record-keeping and compliance with firm protocols.
• File Organization and Maintenance: Develop and maintain both physical and digital filing systems, ensuring that all documents are systematically organized, easily accessible, and securely stored.
• Billing and Invoicing Support: Assist with billing processes, including time entry, file management for client billing, and coordination with the finance department to ensure timely and accurate invoicing.
• Court Filings and Deadlines: Coordinate the preparation and submission of court filings, manage critical deadlines, and ensure all documentation is filed in accordance with legal requirements and firm policies.
• Trial and Hearing Preparation: Provide logistical support for hearings, depositions, and trials by organizing documents, coordinating with external parties, and ensuring all necessary materials are readily available.
• General Office Administration: Perform a variety of general office duties, including ordering supplies, managing incoming and outgoing mail, and maintaining a well-organized and professional office environment.

Qualifications

To excel in this role, candidates must meet the following qualifications:

• Language Proficiency: Fluency in both Arabic and English, with exceptional written and verbal communication skills in both languages.
• Educational Background: A bachelor’s degree in a relevant field or equivalent professional experience in an administrative capacity.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with legal software or document management systems is highly desirable.
• Core Competencies:
  • A keen eye for detail, particularly in document preparation, proofreading, and record-keeping.
  • Exceptional organizational skills, with the ability to prioritize tasks and manage multiple deadlines in a high-pressure environment.
  • Strong interpersonal skills and the ability to collaborate effectively with attorneys, paralegals, clients, and external stakeholders.
  • Unwavering commitment to maintaining confidentiality and upholding the firm’s professional standards.
  • A proactive and positive attitude, with the ability to adapt to changing priorities and contribute to a cohesive team dynamic.