Office Manager/Executive Assistant Job at Kobre & Kim LLP - Dubai

Kobre & Kim LLP - Dubai

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Kobre & Kim consistently seeks exceptional candidates with the talent to deliver outstanding service that anticipates client needs.

Office manager job description / Executive assistant job description

Position Details :
The Office Manager / Executive Assistant (EA) will partner with business leaders across the firm to oversee the daily operations of the Dubai office and provide EA support to Partners and Senior Leadership team members, as requested. The responsibilities of this role will involve becoming the go-to person for the office by taking on a range of tasks which will incorporate EA, Office Management, Reception responsibilities. The below is not an exhaustive list but provides an expectation of the likely day to day responsibilities. The Office Manager/EA can expect that no two days will be the same and should be prepared to work autonomously and respond as required working across offices and teams to ensure a high level of client service is maintained at all times. All responsibilities should be carried out in accordance with firm protocols, policies and procedures and best practices.

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Supervisor
Margaret Gooden, Senior Manager, Global Operations

Primary Responsibilities
Pre-Office Opening:
In collaboration with/at the direction of the cross-functional office opening team:

• Liaise with local appointed Counsel and/or Consultants in addition to in-house Kobre & Kim Business Professionals and Attorneys in the collating, preparation, and submission of a wide range of required documentation. This will include, but is not limited to, documentation for DIFCA in-principal approval, DFSA registration, the DIFC Registrar of Real Property, the Dubai Legal Affairs Department (for both firm and consultant registration), immigration authorities.
• Coordination of US notarizations, certifications, apostilles, UAE attestations, translations, and certifications by the UAE Ministry of Foreign Affairs, and other processes which involve vendors and third parties, including assistance in the set-up of local bank accounts.
• The collection of documents internally will require working across Kobre & Kim teams to locate and pull relevant files, as well filling drafts of required documents and forms for in- house Kobre & Kim Business Professional and Attorney review.

Office Management:

• Provide front of house support to include, meeting and greeting all clients in a professional and courteous manner, management of all incoming calls, organizing conference room booking requests, catering and IT requirements. In addition to preparation and breakdown pre- and post-use of all conference rooms.
• Make all arrangements for visiting staff including access to office, prior identification of workspace, access to phones and any IT requirements.
• Coordinate with third party vendors to arrange copying, custom reprographics/binding, messenger and taxi services.
• Manage, distribute and log all incoming correspondence to the Dubai office.
• In conjunction with NY Office Services ensure that all stationery and pantry supplies are stocked as required and are replenished in line with budget guidelines.
• Organizes programs, events, meetings or conferences by arranging facilities and caterers, creating and issuing meeting materials or invitations, as required.
• In conjunction with the IT team, manage office technology needs, liaising with IT to identify and address any IT issues.
• Manage office service requests, intra-office moves, space utilization and planning.
• Coordinate service/security calls with building management.
• Work closely with contractors, architects and engineers on facility related projects as needed, such as the office fit-out, under the direction of the Managing Director, Global Operations and Procurement.
• Establish relationships with vendors, monitor vendor performance and negotiate/monitor contracts, as required.

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Executive Assistance:

• Extensive management diary (via Outlook) including scheduling all meetings, engagements, video and phone conference calls, travel, board meetings, conferences.
• Manage client communications as requested (e.g., understanding preferences of the individuals you support with regards to answering the phone/taking messages/using voice mail, responding to e-mail, processing postal mail, setting up video conferences, etc.).
• Takes ownership of ensuring their respective Partner/ Attorney time is recorded diligently and accurately and work with the relevant teams to ensure the same.
• Provide support to Partner / Attorney to fulfil key firm requirements such as client invoicing by working in conjunction with billing to ensure invoicing deadlines are met.
• Managing the flow of meeting invitations, prioritizing and managing frequent changes, ensuring awareness of time zones.
• Manage complex global travel arrangements and logistics, to include booking flights, hotels, local transfers, restaurants and hotels in conjunction with the travel team and in line with our travel policy.
• Assists in planning of Business Development (BD) meetings, events, conferences, dinners etc.
• Works with our CRM Administrator to ensure all contacts and marketing preferences are correctly logged.
• Provide EA cover to Partners/Attorneys and key personnel across the business as requested.
• Perform other related tasks as deemed necessary by the Partners.

Policies & Procedures:

• Maintain local Office Manager Guide with any changes to firm protocols.
• Develop practices to maximize efficiencies and identify where policies and procedures should be implemented/amended or changed.
• Maintain office directory, welcome guide, floor plan and respective office Intranet tab.
• Assist in implementing various office policies and procedures to meet firm standards.

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Business Continuity & Recovery/Health & Safety:

• Prepare and maintain a local Business Continuity & Recovery (BCR) plan in conjunction with the firm’s Global BCR Plan and implement as required.
• Maintain Health and Safety and Fire Risk Assessment files in accordance with Health & Safety regulations and/or governing bodies where applicable.
• Implement and conduct training accordance with the Health & Safety and Fire Manuals in accordance with local legislation and governing bodies, where applicable.

Human Resources:

• In conjunction with the Global HRBP team, ensure legal compliance by monitoring and implementing applicable human resource legislation requirements. Escalating matters as required.
• Liaise with Immigration Counsel with regards to Visa and Immigration queries. Ensure that Visa and Work Permits tasks are managed in a timely manner and legislative record- keeping processes are followed.
• Ensure that Country specific visas are recorded on the Firm’s Visa Tracker and that renewals are handled in a timely manner.
• In conjunction with HR, conduct new hire preparation and orientation, and assist with the employee out-processing procedures.

Accounting:
Process invoices and assist the accounting department with processing invoice payments in a timely manner, whilst maintaining administrative files.
Preparation and management of the local Office Services budget.
Ensure all expenses are processed within guidelines and in accordance with the Travel & Expense policy.

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General:
Work with Attorney Admissions and Compliance & Risk to ensure all regulatory matters are addressed and requirements met.
Assist with office events and global initiatives by liaising with appropriate teams across the business.
Perform other related tasks as deemed necessary by management.

Requirements:

• Minimum of 5 years’ of experience in an office management / administration role.
• Bilingual fluent in reading, writing and speaking Arabic and English is essential.
• Accredited HR qualification is preferable.
• Professional Services and / or Law firm experience is essential.
• Advanced working knowledge of Microsoft Office to include, Word, Excel and PowerPoint are essential.
• Ability to work autonomously and be a proactive self-starter with close attention to detail and an ability to understand the importance of detailed work within a larger context.
• Ability to plan, organize and carry out multiple related activities.
• Ability to work under tight deadlines and multi-task with detailed responsibilities for various aspects of the firm’s work.
• Must have the ability to make recommendations to effectively resolve problems or issues by using judgment that is consistent with the firm’s standards, practices, policies, procedures, and state and federal regulations.
• Ability to work across several different departments in a fast-growing office environment.
• Must be flexible in order to respond quickly and positively to shifting demands and opportunities.
• Ability to collaborate in an effective and mature manner with co-workers, vendors, and clients.

Company Description:
Kobre & Kim is a conflict-free global law firm focused exclusively on disputes and investigations, often involving fraud and misconduct. Recognized as the premier firm for cross-border disputes, the firm has a particular focus on financial products and services litigation, insolvency disputes, intellectual property litigation, international judgment enforcement and asset recovery, and U.S. government enforcement and regulatory investigations. With more than 400 employees throughout the firm’s 15 global office locations, Kobre & Kim recognizes the value of incorporating diverse perspectives and professional disciplines to generate the most effective solutions for clients.

Further information about the firm is available at www.kobrekim.com

Kobre & Kim employees take pride in providing our clients around the world with service that is timely, accurate, unbiased and trusted. We have a profound respect for the professions and clients we serve and define our success in terms of their success. Our work environment is dynamic, innovative, and entrepreneurial. We have a result-oriented culture that demands excellence, agility, and the desire to move quickly and precisely to seize opportunities. Our environment is both challenging and supportive - we give employees the opportunity to develop their skills and do their best work.

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Kobre & Kim values diversity of culture and thought and seeks talented, qualified employees in all its operations around the world regardless of race, gender, national origin, religion, sexual orientation, disability, age or any other protected classification under country or local law.

Kobre & Kim is proud to be an Equal Employment Opportunity employer.

Application Procedure
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