Legal Administrative Assistant

Job Description

Responsibilities & Duties

Executive Support:

• Manage complex calendars for respective VPs, including scheduling, rescheduling, prioritization, and conflict resolution.
• Arrange internal and external meetings, including preparing agendas, briefing packs, minutes, and follow-up actions.
• Coordinate travel arrangements, itineraries, visa applications, and logistics.
• Act as the primary administrative point of contact between executives and internal/external stakeholders.

Administrative & Operational Support:

• Prepare correspondence, executive summaries, letters, memos, and reports as required.
• Manage document formatting, proofreading, version control, and filing.
• Coordinate cross-department requests, ensuring timely response and completion.
• Assist in organizing department workshops, training sessions, and events.
• Handle confidential information with discretion and integrity.
• Support special projects under GRC and Legal
• Conduct basic research and compile briefing notes when requested.

Departmental & GRC Support:

• Support preparation, formatting, and filing of governance documents, including:
• Board Committee materials
• Department MIS
• registers and logs
• Assist with statutory filings, corporate secretarial documents, and regulatory submissions across UAE jurisdictions (DIFC, Ministries, DET, Notary, Land Departments, etc.).
• Assist with updating group trackers, registers, and dashboards (e.g., policy register, insurance tracker, risk register updates).
• Coordinate distribution and archiving controlled documents.

Legal Support:

• Maintain corporate records, PoA logs, license renewals, and entity management documents.
• Support coordination of contract execution, circulation, notarization, and document management.
• Track and follow up on legal workflows, deadlines, and renewal calendars.

Communication & Stakeholder Coordination:

• Liaise with internal departments (HR, Finance, Procurement, Operations, Projects, etc.) on behalf of respective functions.
• Support external communications with regulators, law firms, insurers, and consultants.
• Maintain stakeholder contact lists, trackers, and meeting follow-up logs.

• Bachelor's degree in Business Administration, Law, Governance, or related field preferred.
• Minimum 5 years experience as an Team Assistant, Legal Assistant, or similar role.
• Experience supporting senior executives, preferably in legal, governance, corporate affairs, or financial services environments.
• Experience in Dubai Real Estate sector is advantageous.
• Strong understanding of corporate governance, legal documentation, or regulatory processes in the UAE is advantageous.