Legal Secretary

1 week ago

Singapore Office Secretaries Full time

The PA and Conflicts Analyst works as part of the wider support team in the Singapore office, providing legal and administrative support to Associates and Partners through all phases of arbitration in addition to non-billable work. In addition, the role works with the global Risk & Compliance team to identify and analyse potential conflicts of interest for new business intake and new hires. The role holder must also have the attitude and flexibility to assist with supporting other aspects of the office’s day-to-day running and operations.**Responsibilities**
- The PA and Conflicts Analyst will report directly to the Office Manager.- PA duties- Providing support to Associates (and Partners as needed) with the preparation of client work and other non-billable activities.
- Proofreading and editing correspondence to correct grammar, spelling and punctuation.
- Preparing hard-copy documents and bundles on request.
- Managing legal events, helping with the preparation of pitches and other marketing/business development materials.
- Creating, organising and maintaining hard copy and electronic files (experience of using iManage preferred) and assisting with archiving.
- Answering, screening, and making telephone calls in a professional manner. Taking accurate messages and relaying to the intended recipients. Monitoring incoming and outgoing post and packages.
- Helping to report and escalate IT problems to the firm’s helpdesk and ensuring issues are followed up and resolved promptly.
- Assisting with reception duties as required. Meeting and greeting clients, and other visitors, in a professional manner.
- Helping with various ad hoc projects from time-to-time (e.g. client events and staff social functions).
- Scheduling and coordinating arrangements for client meetings and events (including booking conference rooms and setup).
- On occasion, additional tasks may include:
- Assisting with time entry and expense reconciliation and management.
- Managing calendars and make travel arrangements (including transportation and accommodation) along with preparing itineraries.
- Preparing client bills, budgets and process final invoices (working in conjunction with the firm’s finance team).
- Conflicts- Conducting conflict checks and analysing potential conflicts of interest for new business intake, matter opening, and new hires.
- Providing ongoing support to departmental projects relevant to the conflicts process and new business intake.
- Ensuring the timely and efficient processing of conflicts requests.
- Coordinating with the wider Conflicts team in order to meet deadlines.

**Requirements**:

- A minimum of 4 years’ experience working in an equivalent PA role in a law firm.
- Strong organization and time management skills.
- Excellent verbal and written communication skills.
- Flexibility to support colleagues on other office related tasks when required.
- The ability to multitask, work to strict deadlines and prioritise competing priorities accordingly.
- The aptitude to work both independently and collaborate as part of a team.
- Technical proficiency in the use of the firm’s software programs (Microsoft365) and office equipment (such as printers, scanners and photocopiers).

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