Job requirements

We are currently looking for an experienced legal secretary to join one of our Singapore litigation practices. This role will provide support with all administrative tasks including Partner level support, management of client files, management of billing and financial activities, client relationship and business development coordination, diary and travel management and document production. This role will support different practice groups to cover leave, busy periods and provide billing support.

The Legal Secretary provides dedicated support to a range of fee earners and the Partner with all administrative tasks. Working as part of a broader secretarial support team including Legal Support Team Leaders the Legal Secretary is flexible, committed to working with others as part of a high-performing team, and passionate about providing a high-quality, timely legal support service.

Key responsibilities

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
Potential to cover receptionist when needed
Other related duties including running errands as required.

Essential Skills & Experience

Providing legal secretarial support up to and including Partner level, the successful candidate will have the following skills and experience:
Proven legal secretary experience
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.

In addition to any Partner reporting lines, all Legal Support staff report to the Legal Support Team Leaders and Legal Support Manager.

Legal Secretary - Litigation