Job Application for Legal Executive Assistant at Gibson Dunn

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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 staffrecruiting@gibsondunn.com. 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 recruiting-accommodations@gibsondunn.com. 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.

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_{By submitting your application, you confirm you have reviewed the below statements, and acknowledge, certify, and/or consent to the below statements, based on the location of the position to which you're applying.}

_{1. I certify that the facts set forth above are true and complete. I understand that if I am employed, any falsification of this application or other information supplied, including, without limitation, information on my resume if I have submitted one (including omitting information or supplying misleading information), may result in my immediate discharge, regardless of the time elapsed before discovery.}

_{2. I understand that all offers of employment are conditioned on the provision of satisfactory proof of an applicant's identity and legal authority to work in the country in which the position is based, as well as subject to completion of any background/reference check being conducted, as allowable under local law.}

_{3. I agree to have any of the statements checked by Gibson, Dunn & Crutcher LLP unless I have indicated to the contrary. I authorize my references, as well as all other individuals whom the Firm contacts, to provide the Firm any and all information concerning my previous employment and any other pertinent information that they may have.}

_{4. I understand that, in order to be hired, I may be required to sign an authorization permitting Gibson, Dunn & Crutcher LLP to obtain consumer reports, consumer credit reports, and/or investigative consumer reports. If so, I will be provided with the authorization form(s). I understand that submitting this employment application does not obligate me to sign such form(s), although I understand that Gibson, Dunn & Crutcher LLP may not further consider me for employment if I choose not to sign such form(s), if requested.}

_{5. I acknowledge and agree that any personal information I provide in this application or otherwise during the application process may be collected, used, processed, utilized, maintained, or shared by Gibson, Dunn & Crutcher LLP in accordance with the Privacy Statement appearing at the following Internet address: https://www.gibsondunn.com/privacy-statement/.}

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_{Gibson, Dunn & Crutcher LLP respects your privacy and is committed to handling your personal data in compliance with applicable law. I acknowledge and agree that any personal information I provide in this application or otherwise during the application process may be collected, used, processed, utilized, maintained, or shared by Gibson, Dunn & Crutcher LLP in accordance with the Privacy Statement appearing at the following Internet address: https://www.gibsondunn.com/privacy-statement/.}

Legal Executive Assistant

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