Legal Secretary

2 days ago

Singapore CLYDE & CO CLASIS SINGAPORE PTE. LTD. Full time
Roles & Responsibilities

Job requirements

We are looking for a secretarial role to support our Energy, Marine & Natural Resources (EMNR) practice. This role will provide support with all administrative tasks including 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 Partner with all administrative tasks. Working as part of a broader secretarial support team and reporting to the Legal Support Team Leaders and the Legal Support Manager, Asia, 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
  • Vessel searches, monitor of vessel movements when required
  • 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 (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.

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

About Clyde & Co In The Asia Pacific Region

Clyde & Co is a leading global law firm, helping organisations successfully navigate risk and maximise opportunity in the sectors that underpin global trade and commercial activity and enable global prosperity, namely: insurance, aviation, marine, construction, energy, trade and natural resources. Globally integrated, Clyde & Co offers a comprehensive range of contentious and non-contentious legal services and commercially-minded legal advice to businesses operating across the world. It is committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves and provides an environment in which everyone can realise their potential; using its legal and professional skills to support its communities through pro bono work, volunteering and charitable partnerships; and minimising the impact it has on the environment including through a commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets. The firm has 490 partners, 2400 lawyers, 3200 legal professionals and 5500 people overall in nearly 70 offices and associated offices worldwide. For more information please visit www.clydeco.com

  • Local law Joint venture also in place

We offer a range of tailored benefits and support, including discounted private health insurance, first class family leave offering, and wellbeing initiatives.

Clyde & Co is proud to be an equal opportunities employer. Our core values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity.

How To Apply

This is a fantastic opportunity to become part of a dynamic and progressive firm. If you are interested in this position, please submit your application which must include a Cover Letter and CV/Resume.

Please take a moment to read our privacy notice carefully. This describes what personal information Clyde & Co (we) may hold about you, what it's used for, how it's obtained, your rights and how to contact us as a data subject.

Clyde & Co will not accept agency submissions unless the agency has specifically been contacted by a member of the recruitment team.If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice

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Tell employers what skills you have

Outlook
Document Management
Ability to Multitask
Archiving
Arranging
International Law
Dispute Resolution
Attention to Detail
Transportation
Pressure
Administrative Support
Team Player
Travel Management
Scheduling
Terminology
International Trade

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