Junior Legal Secretary

2 weeks ago

Singapore RESOURCE LAW LLC Full time
As a Junior Legal Secretary at Resource Law, you will learn all aspects of the secretarial role and develop a strong understanding of the firm's processes, and the IT systems used. You will provide high-quality secretarial and administrative support to an allocated group of fee earners while demonstrating flexibility in covering for other secretaries and assisting the wider team when needed. A proactive attitude and a positive contribution to the team are essential to succeed in this role.
Key Responsibilities
Document Production & Technical skills
  • Process amendments and format document production tasks to an acceptable standard and to agreed deadlines using appropriate applications and all available resources
  • Type from digital dictation, copy typing and audio as necessary
  • Prepare Powerpoint presentations and Excel spreadsheets when required
  • Draft simple correspondence when required
  • Undertake photocopying and scanning when required
Meetings and Travel Management
  • Manage calendars, arrange conference calls, meeting, catering
  • Coordinate travel arrangements, including taxis, and accommodation
  • Execute the expense process on Emburse Enterprise (Expense Reporting Software)
  • Prepare and collate papers ahead of meetings
Customer Service
  • Deal with internal and client calls in a timely, helpful and polite manner, passing on accurate messages promptly as required and action where necessary
  • Deal with visitors in a professional manner
  • Keep client contact details as up to date as possible
  • Handle Directors' and Associate Directors' requests for PA duties
Billing
  • Assist in preparation of bill narratives as required
  • Assist in monitoring the billing process as required
  • Raise, monitor and issue appropriate cheques for clients or third parties as required
  • Record time for fee earners in their absence or as required
Administration
  • Deal with incoming and outgoing mail
  • Monitor emails promptly as required and forward/action as necessary
  • Establish and maintain effective and accurate filing systems (both hard copy and electronic)
  • Assist in opening new clients and matters as required
Teamwork
  • Attend all appropriate developmental training courses as required
  • Attend secretarial meetings as required to keep up to date with firmwide procedures, current issues and add value to the secretarial practice
  • Contribute to the team being proactive and helpful to colleagues and other fee earners by providing assistance during busy periods and covering for other fee earners in colleague's absence
Key Skills, Attirbutes and Experience
Skills and attributes
  • Proficiency in spoken Mandarin and written Chinese would be an advantage, as the role may require communication with clients who prefer to converse in Mandarin
  • Adequate administrative knowledge and skills
  • Knowledgeable with billings and time narratives
  • Ability to work co-operatively with others and supports the team
  • Proactive and enthusiastic
  • Ability to communicate clearly and concisely
  • Adaptable and flexible
  • Organisational skills
Practical Experience/Academic Qualifications
  • Minimum of 3 GCSEs or equivalent including English and/or a diploma. A minimum of 2-3 years' experience at a Legal Firm is required.
Office & Functional Skills
  • Proficiency in Microsoft Office (Word, Excel, Outlook).
  • Able to utilise accounting, operational and administrative applications as relevant to area of responsibility
  • Able to understand legal industry requirements and guidelines as relevant to role
  • Can Identify and classify legal documents, and organise and file them according to standard firm practice
  • Able to file documents electronically with third parties
  • Can understand the basic terminology and transactions of applicable practice area and clients
  • Able to understand the client engagement process and ensure compliance of time and expense reporting requirements.
Clients/Customers
Customer Service - provides high quality and timely customer service
Innovation & Improvement - acts on ways to add value to the team and Firm
Business Skills
Thinking & Planning - is highly organised and thoughtful in his/her approach to work
Judgement & Professionalism - demonstrates appropriate workplace behaviour
Communication -communicates effectively orally and in writing
Citizenship
Teamwork & Collaboration - maintains good relationships with co-workers
Developing Self & Others - addresses own developments needs and assists others to develop

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