Legal Secretary/ Assistant to Legal Director

Duration: 1 year contract

Location: Walkable from Orchard MRT

Salary:       Up to $4300

Working hours

Monday to Friday: 9am to 6pm

Key Responsibilities:

1. Deliver comprehensive administrative, executive, and strategic support to the Regional Legal Director (General Counsel), anticipating needs and proactively managing priorities to facilitate smooth legal operations.

2. Oversee end-to-end management of the contract repository system, ensuring compliance and operational excellence by:

3. Accurately naming, categorizing, and uploading all new signed contracts in a timely manner.

4. Establishing, tracking, and systematically updating reminder alerts for contract renewals, expirations, and other critical deadlines to minimize risk exposure.
5. Administering and regularly auditing user access and permissions aligned with internal governance frameworks and confidentiality protocols.

6. Conducting ongoing reviews to maintain the accuracy, completeness, and currency of contract documentation, including all amendments and modifications.

7. Support the General Counsel in the meticulous communication of correspondence and legal communications, ensuring precise attachment and dispatch of relevant legal documents within designated timeframes.

8. Maintain a state of readiness for all contracts, organizing materials to facilitate efficient review and advisory by the General Counsel, which includes:

9. Locating, retrieving, and safeguarding original contract documents for legal advisory;

10. Checking dates, signatories, names and administrative details in legal documentation;

11. Attend to courier, postings and communication of legal documentation;

12. Prepare, revise, and update legal documentation including contracts, amendments, and official records, ensuring all entity names, signatory details, and terms adhere strictly to corporate and legal standards.

13. Act as the pivotal liaison between the legal department, finance executives, and procurement teams to ensure seamless vendor payment processing by overseeing invoice accuracy, documentation completeness, and timeliness of payments.
14. Manage interactions with external counsel firms regarding invoicing and budget monitoring, maintaining detailed awareness of external legal expenses against budget allocations and providing insightful reporting on legal spend trends.
15. Collaborate with external corporate secretaries and various internal stakeholders, including their assistants, to proactively coordinate the collection of required signatures and ensure timely completion and filing of all legal documentation.
16. Organize, maintain, and audit litigation files comprehensively, ensuring every case-related document is meticulously filed, indexed, and readily accessible for prompt legal team retrieval.
17. Provide robust logistical and administrative coordination for legal events, seminars, workshops, and training sessions, managing schedules, venues, materials, and participant communications.
18. Draft, review, and meticulously edit a wide array of legal documents, correspondence, presentations, and reports, ensuring compliance with legal standards, internal policies, and brand guidelines, whilst maintaining clarity and precision in all communications.

Requirements:

• Min 5 to 8 years of experience as a legal secretary within a reputable law firm environment or as an executive assistant supporting senior legal professionals
• Excellent organizational acumen and ability to multitask effectively in a dynamic, deadline-driven environment, prioritizing work to meet competing demands
• Attention to detail and unwavering commitment to accuracy and quality in documentation and communications
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and demonstrated experience with contract management systems, preferably SharePoint

We regret to inform that only shortlisted candidates will be notified.

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• RCB No E
• EA License No. 01C4394
•  R Aw Yu Chen)