Legal Secretary

Found in: Talent SG C2 - 2 weeks ago


Singapur, Singapore Pinsent Masons Full time

Purpose of the role

:

Practice group aligned Legal Secretarial support to fee earners to deliver:
• Optimum client service
• Proactive support
• Realisation of firm-wide strategy, Purpose and business plans
• Continuous improvement
• Commitment to continuous professional development
• Industry expertise


Support may need to be provided to staff from more than one business unit and numbers and content of the group may change from time to time to reflect the current structure of the Firm.


This position is responsible for providing pro-active secretarial and administrative support to the lawyers of the firm in relation to both billable and non-billable work. It is important that secretarial services are delivered to the business in a manner consistent with the increasingly competitive environment in which the firm operates. This role is intended to embrace a team-working approach, collaborating with lawyers and other members of the support staff to fulfil the needs of the business.

Key Responsibilities:


Service Delivery
• Developing and maintaining an understanding of the firm’s strategy and sector focus
• Building strong relationships with key stakeholders (assigned fee earners, partners and business operations colleagues)
• Actively contributing to client service initiatives
• Be aware of the firm’s risk policies and ensure new clients are onboarded in line with them
• Assist with matter management to maximise cost recovery
• Pro-actively manage and co-ordinate meetings, appointments and travel
• Attend stakeholder meetings and take ownership of assigned tasks, duties, and outcomes
• Responsible for end-to-end service delivery
• Actively use and promote the correct use of firm wide resources
• Manage fee earner communications
• Provide support to other (support) functions as and when required including covering Reception


Business Development
• Building and maintaining effective relationships with clients and their teams and developing knowledge of the Group's clients and their business
• Research clients, potential clients and new business initiatives or opportunities
• Pro-actively identify and assist with business development opportunities
• Take ownership of the preparation of bids, tenders, proposal documents, team sheets, brochures and client briefing documents
• Manage credentials database and update fee earner CVs
• Effectively use CRM systems
• Work in collaboration with Business Development Teams to ensure consistent approach
• Manage fee earners’ social media channels if and when required


Innovation
• Have an innovative mindset and propose improvements to service delivery
• Proactively respond to priorities of the assigned practice group(s)
• Be committed to continuous improvement


Project Management
• Opening client files, including completing conflict searches and money laundering checks in
conjunction with lawyers, preparing client engagement letters, collating all the relevant information
required for file opening and maintaining client files on a day to day basis, including f i l ing where
required
• Managing production of documents (produced in-house and externally), co-ordinating changes
made including taking responsibility for the consistency of those documen ts (eg, format ting,
numbering, CompareDocs, etc), utilising the DP as and when necessary
• Transcribing, editing and amending legal and other documents including marketing presentat ions
and materials. Converting, comparing, copy typing and proofreading the same as necessary,
ensuring that documents comply with house style
• Assisting lawyers with the billing process and ensuring timely submission of bills, including
drawing up pre-bills, editing of narratives, preparing cover letters/emails and finalizing bills
• Preparing and submitting lawyers' expenses in accordance with the firm's policies and fol lowing
up on authorisations

Key Capabilities, Knowledge and Experience:
• Ability to work autonomously and also be a team player
• Displays resilience and can work under pressure
• Has high level of influence
• Is driven and proactive
• Earns respect and trust
• Critical thinking and time management
• Maintains confidentiality
• Undertakes self-analysis and evaluation
• Strong personal brand supporting Firm values
• Punctual
• Excellent communication and inter-personal skills (oral and written)
• Educated to diploma level standard or equivalent
• Professional certification in secretarial field
• Previous experience in a similar role within a professional services environment
• Excellent written and verbal skills in English
• Chinese language skills (of advantage but not necessary


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