Administrative Assistant

1 year exp

**Roles & Responsibilities**

Reporting to the Operations Manager, Southeast Asia, you will be part of the legal support team, consistently provide administrative support to partners, lawyers and support staff to meet client requirements and deliver an exceptional client experience.

**KEY RESPONSIBILITIES**
- Provide timely and accurate support to practice management assistants and legal assistants, with administrative support needs.
- Deliver high quality, accurate work whilst managing deadlines, responding to change and the competing priorities of all work.
- Meet required deadlines and negotiate alternate timeframes when necessary.
- Scan, print or photocopy relevant documents as and when required by the relevant practice group support colleague or lawyer.
- Liaising with business services and other services to coordinate urgent mail and courier requests.
- Develop and maintain a robust file management system for all electronic and hard copy documents.
- Provide ad hoc support to the group or division such as dealing with incoming mail, answering the telephone, amending documents and any other administrative duties.
- Assist lawyers with petty cash requests, currency requests and expense claims in a timely manner.
- Assist with updating client information and relevant databases, following legal assistant or lawyer instructions in a timely manner (eg, InterAction).
- Prepare files for archiving and manage return and retrieval of files following firm guidelines.
- Assisting internal and external practice group events and functions.
- Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal.
- Take all necessary steps to ensure you are aware of correct procedures. Maintaining inquisitive, collaborative and vigilant work habits, keeping abreast of changes and developing more efficient work processes.
- Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to team meetings and activities, firm initiatives, learning and development sessions and other relevant activities.
- Take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working.
- Comply with WHS obligations and responsibilities in accordance with the requirements for this role as set out on the intranet.

**SKILLS, EXPERIENCE AND QUALIFICATIONS**
- 1 year of relevant working experience, fresh graduates are welcome to apply.
- Knowledge of the Microsoft suite (Outlook, Word, Excel and PowerPoint).
- Good written and verbal communication skills with a demonstrated ability to building effective and trusting relationships with people internally and external to the firm.

With nearly 5,000 staff, including 2,800 lawyers, Herbert Smith Freehills is one of the largest, fully-integrated law firms in the world and is the leading firm in Asia Pacific.

We advise many of the largest and most ambitious organisations across all major regions of the world. Our reputation for providing outstanding legal expertise is thoroughly deserved: we are globally pre-eminent in all forms of dispute resolution and an international leader in corporate and finance. We are one of the world's top-ranked energy and resources firms. We offer our clients a top-tier capability across a single global platform with a distinctive focus on industry sectors and an un-paralleled depth of expertise.

Join us, and you will work with inspiring people, many of whom are leaders in their fields. You will be faced with demanding and intellectually stimulating work that will require more than just technical ability. You will need to have a sense of the bigger picture, the ability to cut to the heart of the matter and a gift for developing exceptional working relationships. With more than 20 offices across the globe in fast-growing markets like China, Indonesia and Russia and established centres like the UK, Europe, the US and Australia, we can offer you the international opportunities that only a leading global practice can provide.

We recognise that the success of our business and our clients relies on the skills, knowledge and ideas of all our people. Our environment is one in which high performance is expected, in return, we will provide you with rewards and opportunities tailored to your personal and professional goals.