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Legal Operations Administrator

4 weeks ago

Singapore AEA INTERNATIONAL HOLDINGS PTE. LTD. Full time
Roles & Responsibilities

About the role

The Legal division is made up of team members from Legal, Corporate Security, Compliance, Risk Management & Insurance, Privacy and Corporate Secretarial (“Legal”). The Group General Counsel (“GGC”) is the Head of Legal numbering more than 50 employees comprising legal counsels and respective teams based in Singapore and globally.


Reporting into the Group General Counsel, the duties include supporting the legal department technological tools including its Teams instances, litigation reporting tool (“Mitigate”), contractual risk management tool (“sAIgon”), corporate secretarial administrative support including management of Viewpoint.

Key responsibilities

Legal Department Operations Administrator

  • Assist the Group General Counsel and Group Company Secretary and full legal team by managing team technology implementation.
  • Administer and maintain databases of legal documents
  • Office management support work include document management and procurement follow up with vendors.
  • To maintain records and files (online and hard copy filing systems) in a systematic manner for easy access and retrieval using technology management
  • To support and drive assignments / initiatives / projects related to compliance or legal matters as and when required.
  • Assist GGC’s executive assistant in arranging meetings, seminars, trainings and events in support of technology initiatives.
  • Assist with the preparation and formatting of presentations, reports, and communications materials.
  • Support on legal and compliance reporting and documentation for the team.
  • Liaise with other company departments, overseas counterparts, and external parties where necessary
  • Ensure corporate messages are reiterated within the legal team
  • Maintain and update Legal Department Teams instances and ensure efficient utilization and training of legal team.
  • Maintain Mitigate and ensure efficient utilization by legal team including training.
  • Maintain sAIgon and ensure efficient utilization by legal team including training.

Corporate Secretarial

  • Prepare and coordinate with corporate secretarial team on documents for signing in original and despatch which includes ensuring that documents are in order and signers’ availability, or via electronic signing eg via DocuSign and collation of signed documents for statutory and other records
  • Manage notarization and legalization requirements for corporate documentation including to communicate with the notary and courier despatch to arrange documents in good order for use in various countries
  • Arrange translation and other administrative requirements upon team request
  • Support accurate filing of physical corporate statutory records as applicable and accurate upload of statutory records with clear naming convention to corporate secretarial records online library
  • Assist corporate secretarial team to update corporate information in software database and retrieval of corporate information or reports upon request from the corporate secretarial team or Legal team members
  • Provide strong administrative support to Group Company Secretary including to communicate with the corporate secretarial team to provide organisation changes updates to circulate quarterly organisation charts and to draft customised chart extracts and related documents, entities’ list of addresses and all assigned jobs
  • Support administration of Corp pass authorisation system to manage digital service access of employees for various functions to perform corporate transactions for Singapore companies. [there are more than 200 government digital services available at current time]
  • Assist with basic provision of corporate information to Legal team to meet their requirements
  • Assist on corporate secretarial actions for projects such as printing and binding of project bibles and upload to corporate secretarial records online library
About you
  • Minimum 3 years relevant working experience with prior project management skills
  • Good administrative and organizational skills
  • Collaborative, proactive and resourceful
  • Demonstrates the ability to multi-task and problem-solving skills
  • Possess strong interpersonal and communication skills

Tell employers what skills you have

Document Management
Ability to Multitask
Management Skills
Legal Documents
Commercial Litigation
Health Education
Litigation
Arranging
Office Management
Administration
Procurement
DocuSign
Technology Implementation
Administrative Support
Corporate Security
Databases