Administrative Assistant (Legal Secretary)

Summary

Performs duties such as ensuring that all appointments and meeting schedules of Lawyers within and outside are properly handled, monitoring all incoming and outgoing pleadings, memos, reports and other correspondences.

Proactively provide best-in-class secretarial and administrative support to all fee earners; this includes playing a key liaison role between the firms clients and its professional business services (PBS) employees to enable fee earners to execute their roles efficiently.

Major Duties and Responsibilities:

1. Conducts, evaluate and summarize Conflicts Search. If with conflict, prepares clearance request and send it to the partner for review.

2. Prepares Engagement/Assignment Letter.

3. Draft application form for partner's review.

4. Prepares and reviews Partner Activation and Office Submit.

5. Prepares Matter Name Change if needed or as requested by the partner.

6. Update/Upload signed Engagement Letter at Intapp Open once they received the signed letter from the client.

7. Prepares Powerpoint Presentations as requested by the lawyers.

8. Receives and sorts all incoming pleadings, filed pleadings, letters, memos, reports and other correspondences from different offices and/or clients for information, review and approval of lawyers.

9. Encodes/ prepares/ prints/ scans / proofreads documents and correspondences.

10. Monitors, screens all visitors and incoming/ outgoing calls and mails.

11. Handles travel arrangements of lawyers including bookings, visa requirements, passport renewal and travel-related requests for payment.

12. Arranges for appointments, meetings and teleconferences of lawyers.

13. Handles all preparations before, during and after meetings such as:

• Reserving meeting rooms, car and other resources needed for meetings via the Resource Booking System.
• Sending out invites for telephone conferences to lawyers and clients.
• Preparing materials for lawyers' meetings.

14. Prepares expense reports/medical reimbursement for lawyers.

15. Assists lawyers for files needed from the Central Files and Library needs. Files documents in satellite files when needed.

16. Prepares DRCP, messengers' dispatch slips, courier request forms.

17. Files pleadings in various courts. Organize case folders, collates, and reproduces annexes for pleadings. (Depending on PG Requirement)

18. Replenishes and ensures adequate amount of office supplies.

19. Prepares payment requisition for lawyers club memberships, conferences/ seminars, etc.

20. Handles payment of lawyers personal bills, makes deposits to and withdrawals from lawyers bank accounts and does other errands for lawyers.

21. Update contacts database of the lawyers being supported.

22. A strategic liaison working with fellow colleagues including End to End (E2E) services teams, in market colleagues and specialist teams who deliver services for the execution of tasks

23. Coordinates, prioritizes and delivers work across service teams within tight deadlines

24. Commercially aware, proactive and has a service-focused approach

25. Skillful in new technology such as iManage, BCI, ServiceNow, Intapp, etc.

26. Performs other related duties as may be assigned from time to time.

Education

• Bachelor's degree graduate in Business Administration / Political Science / Liberal Arts

Experience

• At least two (2) years work experience performing secretarial or administrative work

Skills / Competencies Required

• With fundamental knowledge pertaining to office administration or secretarial management
• With excellent customer service orientation
• Able to communicate effectively (both oral and written)
• Applies good judgment
• Emotionally intelligent who is able to build relationships both internally and externally
• Able to think critically and has outstanding problem solving skills
• Proactive and engaged in personal development (of themselves and others across their network)
• Able to organize multiple tasks and manage time
• Able to work under pressure and with minimum supervision
• Able to write /draft reports, memos and other related documents
• Able to do basic research skills with an eye for details
• Able to sort, index, categorize, order, manipulate and organize information/data/documents
• Proficient in the use of Microsoft (MS) software (i.e. Windows, Word, Excel and Outlook) and databases to manage voluminous data