Legal Secretary

**About Us**:Silvester Legal LLC is a dynamic and fast-growing Singapore law firm specialising in corporate law and commercial litigation, with a particular focus on shareholder disputes. We are committed to delivering exceptional legal services to our clients while fostering a collaborative and innovative work environment. As part of our growth, we are seeking a dedicated Legal Secretary to join our team.

**About the Position**:The Legal Secretary plays a crucial role in supporting the firm’s lawyers by ensuring the smooth operation of daily administrative tasks and efficient document management. This position involves drafting and proofreading legal documents, managing schedules, coordinating client communications, and organising files. The Legal Secretary acts as a reliable resource for both lawyers and clients, contributing to the firm’s success through meticulous attention to detail and excellent organisational skills. Prior experience in a legal environment is preferred, along with a strong ability to handle confidential information professionally and accurately.

**Key Responsibilities**:

- Providing information-management support.
- Reading, reviewing, verifying, and routing correspondence, reports, and legal documents.
- Maintaining the lawyers’ calendars by planning and scheduling conferences and teleconferences; recording and monitoring court appearance dates, pleadings, and filing requirements; and anticipating changes in litigation requirements.
- Providing secretarial and administrative support to lawyers, including preparing bundles of documents, updating various records and keying in daily time sheets.
- Ensuring accurate maintenance of business development records such as client lists, contact details and mailing lists
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics to help coordinate case preparation.
- Recording and documenting meeting discussions, and maintaining transcripts, documents, and evidence.
- Maintaining and organising the firm’s filing and retrieval systems, as well as digital archive systems.
- Ensuring operation of equipment by completing preventive maintenance requirements and calling for repairs.
- Maintaining office supplies by checking stocks, placing and expediting orders, and evaluating new products
- Providing administrative support to include preparing PowerPoint presentations, InterAction updates and event support, as necessary.
- Familiarity with Xero and Employment Hero platforms is preferred but not mandatory.
- Carry out other ad-hoc tasks/projects assigned.

**Preferred Experience & Skills**:

- **Education**:Higher Nitec, GCE ‘O’ or ‘A’ Levels, Diploma, or Degree in Corporate Secretarial Studies, Law, Business Administration, or related fields; relevant professional certifications are also recognized.
- **Experience**:Proven background as a legal secretary or in a similar administrative role within a legal or corporate environment.

**Technical Proficiency**:

- Skilled in MS Office and familiar with legal technology such as court-filing systems (e.g., e-Litigation), research databases (e.g., LawNet), and LexisNexis platforms.
- Familiarity with client relationship management tools like InterAction is advantageous.
- Strong understanding of legal terminology, regulations, and court procedures.

**Organisational Excellence**:

- High level of accuracy in preparing and reviewing documents.
- Exceptional time-management, multitasking, and organisational skills for managing priorities in a fast-paced setting.

**Interpersonal & Communication Skills**:

- Strong communication and interpersonal abilities to work independently or collaboratively within a team and engage effectively with clients.

**Personal Attributes**:

- Proactive and self-motivated with a strong initiative.
- Adaptable and able to thrive in a team-oriented environment.

**Application Process