Legal Secretary

1 week ago

Singapore KENNEDYS SINGAPORE LLP Full time

The Legal Secretary will support the Aviation team and will help to contribute to the effectiveness of the teams by providing a comprehensive and efficient service to clients in order that the business objectives of the Firm and team are achieved.

to maintain the high standard of service offered to the Firm's existing clients and to assist in furthering the professional reputation of the team and to contribute to the development of the team in accordance with the Firm's policy.


Team
The Aviation team consists of two Partners, one Legal Director, two Senior Associates, two Paralegal and two Secretaries. For the secretarial support element, the Legal Secretary will report to the Partners.

Key Responsibilities

  • Follow correct procedures, instructions and protocols.
  • To produce a variety of documents from handwritten/typewritten drafts and from recorded speech as directed by the lawyers to access and print hard copy reports, correspondence and documents.
  • To deal accurately with filing storage and retrieval of client files in line with the department's filing system.
  • To set up new files accurately and speedily on instructions from the lawyers.
  • To make effective use of all IT systems including but not limited to K2, Chrome River, Total Speech, Excel, Elite 3E, PowerPoint, Outlook and InterAction.
  • To take and record accurate messages and pass on to the appropriate person and without unnecessary delay.
  • To attend to clients both on the telephone and in person in a professional manner.
  • To respond to clients specific requests for information on services and inform clients about available services.
  • To receive, sort and distribute incoming mail and transmit and receive copies of documents electronically. To prepare for despatch outgoing/internal mail.
  • Archiving and retrieval of files from storage when required.
  • To make appointments, arrange meetings and maintain an up to date diary.
  • To use correctly recorded delivery labels and identify classes of all outgoing post in accordance with the Firm's procedures. To correctly identify and differentiate between DX post and Royal Mail post.
  • Prioritise work to accommodate urgent requests.
  • Offer to assist others either within or outside the team and pick up work from the digital dictation folders.
  • Treat all members of the team with respect and consideration.
  • Respond positively to requests for assistance within the team and from the Office Manager.
  • To prepare and serve refreshments as and when required to clients and/or lawyers when required.
  • To ensure the confidentiality and security of all practice and client's documentation and/or information.
  • To maintain the high standard of service offered to the Firm's existing clients and to assist in creating and developing the professional reputation of the department and Firm.

Required experience

  • Strong professional services experience
  • Ability to communicate at all levels with strong organisational skills
  • Committed, enthusiastic and innovative
  • Build strong working relationships with partners and staff at all levels
  • Flexible and adaptable, comfortable with change
  • Service delivery focused
  • An effective multitasker, able to deal with multiple priorities and urgent situations as they arise; hold the ability to be flexible when needed to adapt to fastchanging dynamics; be adept at managing stakeholder expectations all while remaining resilient under pressure
  • Have a high level of personal integrity and accountability
  • Comfortable working with colleagues across time zones to ensure regional/global alignment
  • Possess the ability to see the big picture but also pay close attention to detail
  • Adhere to Kennedys' core values through working relationships, attitude and behaviour.
Please visit the firm's job portal to download a copy of the detailed job description.

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