Practice Assistant

6 days ago

Singapore Office Secretaries Full time

The Practice Assistant is responsible for accurate and timely completion of all administrative and assistant work assigned by multiple timekeepers. Those in this role must observe confidentiality on all client matters and adhere to all procedures and guidelines set by the firm.

KEY RELATIONSHIPS
Timekeepers, clients, other practice assistants, senior practice assistants, and local and firmwide shared support services staff

ESSENTIAL DUTIES
- Answering incoming and placing outgoing calls
- Organizing and maintaining all correspondence and documents using the relevant / local document management system
- Scheduling meetings and coordinating all logistics
- Using internal library resources for external research as directed by timekeepers
- Managing physical and electronic files, including intake, retention, retrieval, and transfer of records
- Maintaining an organized and secured work station and filing areas
- Running critical document checks to ensure all files have been saved as necessary
- Importing electronic documents, including scanning documents into the document management system
- Coordinating entering, editing, and tracking daily time recording when required for assigned timekeepers
- Coordinating and preparing monthly client bills
- Preparing check requests and expense reports
- Opening files and conducting conflict checks
- Coordinating, verifying, and obtaining all required approvals for all domestic and international travel arrangements with the firm’s travel provider and assisting with processing the related business expense reimbursements
- Assisting other practice assistants with overflow work and providing backup legal support during periods of annual or personal leave
- Performing other relevant duties as directed by the immediate supervisor, including, but not limited to, Practice Area Leader / Coordinator or Department Head administrative work, practice development initiatives, and project work
- Working occasional overtime as required by practice / business needs

ADDITIONAL DUTIES

EXPERIENCE SKILLS REQUIRED
- Prior experience in a similar role within a medium to large law or professional services firm working for multiple timekeepers
- High proficiency in the use of Word, Outlook, Excel, and PowerPoint
- Typing speed of 65 wpm or above
- Excellent oral and written communication skills
- Excellent attention to detail, including using correct spelling and grammar
- Excellent client service skills
- Can-do attitude and flexible approach
- Previous experience with Elite, Legal Key, and document management systems or comparable software would be an advantage

ADDITIONAL ABILITIES REQUIRED
- Organize and prioritize own workload
- Meet deadlines
- Use own judgment in decision making to solve problems and achieve business outcomes
- Take the initiative in handling projects and anticipating what needs to be done
- Understand and follow specific and detailed instructions in oral and written form

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