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- Assisting the Partner with their related matters and any other ad-hoc tasks assigned from time to time
- Providing secretarial and administrative support including managing calendars, scheduling meetings, and coordinating appointments
- Answering and filtering telephone calls: liaising with external and internal clients and their secretaries; dealing with queries and relaying messages
- Incoming correspondence: checking emails; electronically scanning and saving to document management system
- Outgoing correspondence: sending emails; organising mail to ensure it is ready for the appropriate collection times
- Photocopying/printing: photocopying, scanning, and maintaining paper files; printing documents, preparing bundles/files
- Client filing: maintaining electronic client files; indexing; trial bundles; archiving including arranging collections and retrievals from the off-site archive company
- Communication: always maintaining open and appropriate communication lines with internal and external clients to ensure the firm's needs are met; work cohesively with lawyers, secretaries and admin assistants in the Singapore office and from other regions
- Prioritisation: managing and prioritising own workload to ensure work is turned around within agreed deadlines and timeframes
- Excel Spreadsheet management; input; logging; merging and generating reports as required
- Billing: general billing administration process as directed. This may include but is not limited to, preparing, and reviewing draft bills, and associated correspondence
- Financial Administration: dealing with disbursement bills and processing third party invoices; preparing and processing expenses claim forms and dealing with cheque requisitions
- E-litigation: filing of court documents, unpack court documents from e-litigation portal and circulate, checking and keeping track of hearing dates, cause book searches
- Vessel searches, monitor of vessel movements when required
- Potential to cover receptionist when needed
- Other related duties including running errands as required.
- Proven legal secretary experience (1+ years)
- Prior experience as a Personal Assistant is an added advantage
- Recognised secretarial qualification with good academics
- Accurate typing (60+ wpm)
- Proficient in MS Office (Outlook, Word, Excel, PowerPoint).
- Strong command of spelling, grammar, and legal terminology
- High attention to detail and accuracy
- Ability to multitask and prioritize daily workload to meet deadlines
- Excellent organizational and communication skills
- Demonstrates initiative and proactivity
- Maintains a calm and professional demeanour under pressure
- Ability to exercise discretion and maintain confidentiality
- Flexible, committed, and positive team player.
- Local law Joint venture also in place