Legal Administrative Assistant

17 hours ago

Changi, Singapore Thales Full time

Location: Singapore, Singapore

In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's possible.

Thales established its presence in Singapore in 1973 to support the expansion of aerospace-related activities in the Asia-Pacific region. Throughout the last four decades, the company grew from strength to strength and is today involved in the primary businesses of Aerospace (including Air Traffic Management), Defence & Security, Ground Transportation and Digital Identity & Security. Thales today employs over 2,100 people in Singapore across all its business areas.

**Responsibilities**:

- Monitoring of the contract approval and signing process
- Prepare, launch and complete the contract review and approval form for each finalized contract as per the Thales Delegated Authority rules and Legal counsel instruction
- Keep track of all contracts in signing process and ensure fully signed version is received for Legal archiving
- Filing/archiving of all signed contracts
- Keep record in contract dashboard (legal share drive)
- Upload all the signed contracts into on-line Group contract database (i.e. contratech)
- File fully signed original hard copy in legal archive room
- Invoicing check and payment process of all fees from External lawyers and other services provider (eg. translation, due diligence services, notary)
- Check the accuracy of the invoice & the cost center recharge with the Legal counsel in-charge
- Launch the corresponding expense claim per procurement process, process invoice payment approval request on the on-line tool & timely follow-up on the payment as needed
- Coordinate logistics for meetings and seminars (internal or with external parties): meeting room booking, visitors visit process, agenda set-up, etc.
- Reports: Monitor deadline for report and consolidate input as required by L&C Director
- Legal Fees and others spending
- Legal Budget tracking
- Data privacy, Trainings and any other items per the L&C Director’s request
- Signed contract dashboard update
- Etc
- Support any audit exercise (internal and external) as requested by L&C Director and Compliance Officer
- Process expense claims of L&C Director and support for the L&C team
- Provide administrative support to the L&C team including copying, scanning and faxing
- Any other administrative tasks required to support L&C team

**Requirements**:

- In-depth working knowledge of relevant computer programs including MS Office
- Experience with document management systems
- Knowledge of legal records and procedures
- Planning and organizational skills
- Able to adapt to changing priorities and demands
- Deadline-driven
- Strong verbal and written communication skills
- Attention to detail and accuracy
- Initiative - pro activitiy
- Sound judgment and decision-making skills
- Able to effectively handle sensitive and confidential information
- Ability to work effectively as part of a team
- Able to work well under pressure

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