Office Manager – VP/GC & Legal

Ali Bin Ali

Doha, Qatar

Qualifications and Experience : 

• Bachelor’s Degree in Law, Business, Sociology, HR, Political Science.
• At least 5 years of experience as an Office Manager, Front Office Manager, executive secretary, personal assistant (for senior management).
• Good knowledge of Office Administrator responsibilities, systems and procedures.
• Acquainted of Qatar laws, regulations and courts procedures.
• Fluent in both English and Arabic. French is a plus.
• Excellent written and verbal communication skills.
• Proficiency in MS Office.
• Excellent time management skills and ability to multi-task and prioritize work.
• Strong organizational and planning skills in a fast-paced environment.
• A creative mind with an ability to suggest improvements.
• Charismatic and well-presented at all times.

Primary Purpose of the Job : 

The role individually contributes to achieving the department’s short term and mid-term goals by creating and maintain a pleasant work environment, ensuring high levels of organizational effectiveness and communication. In addition, this role will provide a high levels of administrative support to the vice president/General Counsel (VP/GC) and supervising all administrative staff within the legal department.

Key Responsibilities:

• Manage calendar pertaining to the VP/GC’s relevant appointments, deadlines and other schedules to ensure up to date changes on regular basis.
• Provide general support to legal office visitors.
• Participate in meetings and takes minutes of meeting and ensure the key points are properly captures and communicated to the concerned parties.
• Draft correspondences and other documents required by the VP/GC and legal counsels.
• Interacts with external customers for document transmittal, follow up and coordination.
• Managing office expenditure and budgets.
• The point of contact for all legal inquiries and requests.
• Address all employees’ queries regarding legal office management.
• Follow up with the concerned legal counsel on the new updates of government regulations and laws. Ensure the full compliance of the legal accordingly.
• Maintain and ensure that all legal information/records/cases/projects are maintained and tracked at all times.
• Support the legal counsels in interacting with clients.
• Carries out legal researches and investigations in support to the legal counsels.
• Provide legal update to all departments and divisions.
• Organize the office layout and manage the supply of stationery and equipment
• Plan in-house or off-site activities, like parties, celebrations and conferences
• Follow up and manage the relationship with local and international law firms and other service providers.
• Act as project coordinator for all projects (locally & internationally).
• Participate in monitoring and coordinate the legal compliance activities and follow up on the implementation of the legal compliance and group governance policies and report any discrepancies to the VP/GC.
• Managing the administrative team in the legal department and organization the office operations and procedures.
• Liaise with the HR on development and the legal administrative team and keep them updates with recent skill set.
• Managing and implementing all administrative systems (e.g. Archiving system, legal shared folder, Tracking log file)
• Identifies needs and improve opportunities and provide recommendation to the legal counsels to ensure proper data management system of the contracts.
• Gather and analyzes data from multiple sources to provide insights and proper information to legal counsels on the various contracts and documents that should be looked at in conjunction.
• Other duties may be deemed necessary and required by the VP/GC.