Secretary

Simpson Thacher is seeking a Secretary to join its newly established Singapore office. This role will provide high-quality secretarial and administrative support to attorneys and professional staff, contributing to a first-class employee experience across the Singapore team.

Providing a high level and proactive support to an allocation of associates in relation to client and administrative matters ensuring that the needs of the client are met.

General

• Acting as gatekeeper for fee earners, answering telephone calls, directing as appropriate and providing accurate information.
• Diary management for fee earners.
• Assisting with the drafting of correspondence and documents where appropriate e.g. emails, event invites and engagement letters.
• Amending, converting and formatting documents and processing mark-ups; creating and amending pitch documents in Powerpoint;
• Arranging travel for fee earner meetings and events etc. including domestic and international travel.
• Assisting with fee earner time recording.
• Arranging internal and client meetings to include room bookings and organising lunches.
• Managing fee earner expense claims.
• Supporting wider team members as and when needed.
• Covering reception duties if required
• Any other duties required to ensure a full administrative service to fee earners.

Matter Management and Input

• Opening new matters, assisting the fee earner with conflict checks and liaising with the risk/client engagement team.
• Completing matter opening forms.
• Assisting with billing tasks when required.

Client

• Client interacting role, therefore, knowledge of all key clients and their assistants with regular direct communication.
• Liaising with clients to arrange meetings.
• Assisting with answering billing queries by email or over the phone.
• Assisting with events with clients.

Required Skills

• Professional and courteous manner, building and maintaining effective working relationships.
• Extensive knowledge of MS Word, MS Excel, MS PowerPoint, MS Outlook and other MS Office products is essential.
• Knowledge of document management systems.
• Fast and accurate typing with excellent attention to detail.
• Ability to prioritize workload.
• Ability to self-manage and deal with conflicting priorities from different sources.
• Excellent communication and organizational skills with the ability to communicate with staff at all levels, including Partners and clients.
• Ability to work effectively within a team as well as independently.
• Must be flexible.