Secretary

Position Summary

The position is responsible for providing a range of secretarial and administrative support to lawyers (allocated authors) and collaborate with other secretaries and support staff within the team, while presenting King & Wood Mallesons in a highly professional manner to employees and external parties.

Key Accountabilities

• General administrative and secretarial support to allocated authors, including diary/ calendar management, travel arrangements, claiming expenses, sending faxes, scanning, mailing, photocopying and printing and any other admin tasks as requested

• Preparing, formatting and amending correspondence and documents (including translation work if applicable)

• Handling mails, emails, calls and voice messages and take responsibility for attending to urgent matters

• Matter management and maintaining a well organised records management system

Provide billing assistance and prepare all bills according to the Firms billing guidelines

• Maintaining CPD Training records, seminars and courses enrolment for authors and arranging payments

Covering authors when other secretaries are away and assist other secretarial staff within the practice team, group, or the firm

Act as Secretary Team Coordinator on a rotation basis

• Any other tasks of a secretarial, administrative or organisational nature as required

Key Relationships

• Supervisors/authors in Hong Kong or in the Mainland, and other support and shared services staff

• Service oriented relationships and rapport need to be developed and maintained with all King & Wood Mallesons staff

Performance Indicators

• Flexible, reliable and highly professional approach to functional responsibilities as detailed above

• Consistently displays a high level of attention to detail

• Deliver an excellent client/customer liaison service

• Efficient and timely task completion

• Positive contribution to the support of others in the secretarial team and consistently demonstrates effective team work with staff

• Works well under pressure and is able to effectively prioritise the workload

Qualifications

Essential

2 to 3 years of secretarial/personal assistant experience Desirable

• Business College Certificate, Diploma or above

Knowledge

Essential

• Process and delivery management, a commitment to the delivery of quality services in a timely manner

• Knowledge of Word and Excel, and Chinese Word processing

• Knowledge of administrative procedures and legal secretarial duties

• Knowledge of social media for client/authors communications

Skills and Abilities

Essential

• Excellent organisational and administrative skills

• Native Mandarin and fluent English

• Excellent typing skills and high level WP skills in English Chinese

• Ability to maintain confidentiality, in regard to both the firms business and the privacy of their authors

• Positive, enthusiasm to learn, approachable and personable

• Good teamwork and interpersonal skills, particularly in terms of communicating with clients, the firms executive management team and other staff

• Ability to prioritise tasks and meet deadlines

Desirable

• Capacity to deal with work pressure, maintain energy levels and commitment to on-going personal development

• Desire to continually improve administrative and organisation skills

• Dedication to working hard, remaining calm when confronted with extremes of work pressure and able to balance work/life needs

• Flexibility with regard to working hours and willingness to work overtime when required