Chief of Staff / Head of Operations International Law Firm (Dubai)
We are an international law firm seeking a highly organized, hands-on Chief of Staff / Head of Operations to manage and streamline the day-to-day running of our Dubai office and support our partners across multiple jurisdictions. This is a senior, multi-functional role covering office management, HR, finance support, legal operations, and marketing coordination within a growing, high-calibre professional environment.
You will work directly with the Managing Partner and partners to ensure the firm operates efficiently, remains fully compliant, and delivers a consistently high level of service to our clients.
Key Responsibilities
General Office & Operations Management
- Oversee daily office administration and facilities, ensuring a professional, efficient, and secure work environment.
- Manage the purchase, inventory, and maintenance of office equipment, software, and supplies, including coordination with external vendors and service providers.
- Ensure timely renewal of all commercial, regulatory, and professional licenses and registrations.
- Supervise and support administrative staff and coordinate with relevant government and free zone authorities on office and corporate administration matters.
- Oversee IT needs in coordination with external providers, including basic troubleshooting, systems access, and ensuring good cybersecurity and data protection practices.
- Design, implement, and refine internal office policies, procedures, and workflows.
Human Resources & People Operations
- Oversee payroll preparation and coordination with external providers, ensuring accuracy and confidentiality.
- Maintain complete and up-to-date employee records, contracts, and HR files in line with internal policies and local regulations.
- Manage employee leave and holiday schedules and ensure adequate coverage across teams.
- Support the firm's HR strategy, including performance processes, staff development, and workforce planning.
- Manage recruitment and onboarding for non-partner roles (job postings, liaising with recruiters, screening, interviews, offers, induction, and offboarding).
- Coordinate residency visas, work permits, and related immigration matters with PROs/authorities.
- Administer health insurance and other employee-related insurances, and help manage firm-wide insurance policies (e.g. office, PI).
Finance & Accounting Support
- Liaise with internal/external accountants on bookkeeping and financial reporting.
- Coordinate banking matters, including account administration, payment processing, and user access.
- Monitor and manage office expenditures (rent, utilities, suppliers, travel, etc.) and prepare regular cost reports for partners.
- Assist in the preparation and monitoring of annual budgets and quarterly forecasts, tracking variances and highlighting issues.
Legal Operations & Paralegal Support
- Oversee implementation and ongoing compliance with internal AML/KYC procedures for client onboarding, Letter of engagement and file opening.
- Ensure proper organization, filing, and archiving of wills, probate, trusts, and other client matters in coordination with lawyers and paralegals.
- Manage systems and processes for opening and closing files, including retainer letters, KYC documentation, and conflict checks.
- Coordinate and supervise paralegals and secretarial staff on process-related and operational matters.
- Assist with preparation and follow-up of engagement/retainer letters and support conflict-check processes.
- Liaise with clients on administrative, billing, and compliance-related queries in a timely and professional manner.
- Support the billing cycle and follow-up on outstanding payments in coordination with accounts.
- When needed, monitor and manage client/associate email inboxes during absences to ensure continuity.
Marketing & Business Development Support
- Coordinate preparation and updating of brochures, capability statements, and other marketing materials.
- Manage coordination with external providers for website updates and ensure content remains current and accurate.
- Support the preparation and distribution of newsletters, legal updates, and client alerts.
- Maintain client/contact databases and support planning and logistics for events, webinars, and conferences.
Other Responsibilities
- Develop and maintain internal forms, templates, and checklists for administrative, HR, and accounts processes.
- Prepare periodic management reports (HR, finance, operations, compliance) for the partners.
- Lead or support internal projects aimed at improving processes, systems, and efficiency across the firm.
Profile & Requirements
- Education in business administration, law, finance, HR, or a related field; additional professional qualifications are an advantage.
- 58 years relevant experience in a similar operations, office management, legal operations, or Chief of Staff role, ideally within a law firm or professional services environment.
- Strong understanding of HR, basic finance, and operational processes, with exposure to AML/KYC and compliance in a legal or regulated context.
- Excellent organizational and multitasking skills, with a proactive, solutions-driven mindset.
- Strong leadership and people management skills, with the ability to work closely with partners, lawyers, and support staff.
- High level of discretion and integrity in handling confidential information.
- Excellent written and spoken English; additional languages are an asset.
- Comfortable working in a fast-paced, international environment and dealing with multiple jurisdictions.
What We Offer
- A strategic operational role working directly with the Managing Partner and partners.
- Exposure to international work and multi-jurisdictional matters.
- A professional, collaborative, and entrepreneurial environment.
- Competitive compensation package commensurate with experience.
If you believe your experience and approach are a good fit for this role, please submit your CV and a brief cover message explaining your suitability.
