Executive Assistant

3 days ago

Singapore Career Legal Full time

Overview International Recruiter at Career Legal specialising in the Middle East & APAC Executive Assistant – 12-month fixed term contract Key Duties Responsibility for the Head of Asia's diary management, this may include but is not limited to the following: Scheduling monitoring responses and ensuring smooth running of recurring bookings (including connections via VC and telephone, catering and room set up) for all meeting and Committees Process invoices and expenses on the online system, currently Chrome River Proactive in building relationships with clients and internal and external contacts on behalf of the Head and the team. Responsibilities may include making travel and hotel arrangements, taking minutes of meetings, initiating and replying to correspondence on routine matters, regular archiving and photocopying. Assist with ensuring time recording is up to date and captured in a timely manner. Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts, process invoices and expenses on the online system, currently Chrome River. Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach and produce standard financial and time reports through the system Liaise with the local authorities for our offices in Asia and in conjunction with the Office Managers in dealing with regulatory issues as and when they arise. Liaise with Office Managers & the Compliance team on AML policies and procedures and deal with any issues arising. Play an active part in liaising with office heads in maintaining CPD management for all Fee Earners. Schedule weekly meetings with head of BD in Asia to ensure directory and awards submissions are up to date and dealt with. Regularly liaise with the BD team about implementation of BD strategy and ensure international focused BD material is up to date and readily available. Organise and diarise seminar/conference/ speaking slots as and when required. Coordinate and scheduling of regular Asia partners meetings and bi-annual strategy meetings Work alongside the Office Mangers in scheduling and diarising regular fee earner meetings in each of the Asia offices. Attend and participate in meetings, taking and distributing action points and detailed minutes as required, and manage delivery of action points. Distribute updates and ensure follow up of agreed actions. Preparation of presentations and papers. Organise regular meetings with Heads of office in Paris, Geneva, Luxemburg, Zurich and the Middle East, liaise with BD on international focused BD material. Collaborative mindset and foster good team working Ability to communicate well with others at all levels within the Firm Well organised and strong administration skills The ability to prioritise and work to strict deadlines. IT Skills to include Outlook, Word, PowerPoint and Excel. Requirements / Qualifications IT Skills to include Outlook, Word, PowerPoint and Excel. Well organised and strong administration skills The ability to prioritise and work to strict deadlines. Ability to communicate well with others at all levels within the Firm Collaborative mindset and foster good team working Additional Details Employment type: Contract Seniority level: Not Applicable Job function: Administrative Industries: Legal Services Apply today for immediate consideration#J-18808-Ljbffr

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