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.

Based in Madrid, the successful candidate will ideally have prior secretarial or personal assistance experience in a Law Firm, with the ability to work both in English and Spanish, independently and as a member of a team, in an effective and professional manner. The role requires exceptional organisation and time management skills, and the ability to adapt to the evolving needs and demands of the business.

This role reports to the Director of International Operations or to such other persons as they may nominate from time to time.

Responsibilities include:

• Document production, including potentially heavy amendments and formatting, managing track changes, and working with multiple versions of documents in the firm’s house style while adhering to internal processes. This includes using iManage for document retrieval, version control, secure file management, and document comparisons, often while working to tight deadlines.


• Supporting fee earners and working with the Accounts team to carry out monthly billing processes.


• Opening new client matters and ensuring compliance procedures (AML/KYC) are followed.


• Updating CRM database (InterAction) with client contacts and meeting activity.


• Supporting Partners and the Marketing team with Business Development activities, including event planning, pitching and meeting management.


• Diary management, co-ordinating and scheduling meetings and calls for multiple attendees across different time zones, including potentially monitoring incoming fee earner emails and updating accordingly, booking venues and meeting rooms.


• Transcribing digital dictation and copy typing.


• Paper filing and archiving, liaising with Records Department as needed.


• Making travel arrangements: arranging local and international transportation and accommodation, visa support where needed, anticipating all needs and ensuring trips are fully planned, proving support for changes.


• Supporting fee earners in ensuring daily timesheet recording using Expert Time.


• Preparation of expense reports using Emburse; petty cash and cheque requests.


• Managing telephone calls, ensuring fee earner support for follow-up.


• Ad hoc photocopying, printing and scanning, liaising and working with Reprographics team as needed.


• Ensuring Firm Audit Letters process is followed when requests are received.


• Handling software translation requests.


• In addition to 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:

• Excellent command of English


• Excellent communication skills, both verbal and written.


• Digitally proficient with the ability to learn and adopt new systems quickly


• Strong analytical skills


• Detail-oriented in all tasks, including excellent proof-reading and research skills


• Strong time management skills and ability to meet deadlines


• Ability to develop strong internal and external relationships, including ability to work effectively with people at all levels


• Strong customer service ethic


• Ability to multitask and prioritise responsibilities


• Excellent judgment and decision-making skills.

Experience:

• Prior secretarial or personal assistant experience in a law firm


• Ability to work both in English and Spanish

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.