Legal Secretary

Overview of role

Office : Singapore

Department : Investment Funds & Corporate

We are seeking a Legal Secretary to work as part of a team delivering legal secretarial services to a high standard and often under pressure and time restraints. The successful candidate will assist the lawyers in running their practice.

Duties, Responsibilities & Person Specification

The role covers a broad range of legal secretarial, administrative and practice support duties. These responsibilities are grouped broadly as follows:

Legal Document and Transactional Support

• Creating, editing, amending, formatting and storing correspondence and documents in the appropriate electronic matter files, including the preparation of blacklined documents
• Responding to internal and external telephone enquiries promptly and professionally, ensuring all calls are handled courteously and appropriately
• Managing document production tasks, including photocopying, scanning and electronic filing of documents and correspondence
• Coordinating meetings, appointments and diary management, including preparing relevant materials and logistics as required
• Arranging the opening, closing and archiving of client matters and files in accordance with internal procedures
• Preparing and coordinating cheque requests, collections and related administrative processes
• Maintaining and updating client contact details and addresses in the Lawyer's personal contact database and the Firm's database, Aderant Expert
• Applying the Firm's house style consistently across all documents and correspondence
• Supporting members of the secretarial team and collaborating effectively to deliver work to a consistently high standard and within required deadlines
• Providing cover for other secretaries within the team during periods of absence, as required
• Assisting with the preparation of first drafts of legal and transactional documents, including, without limitation, initial and amended and restated memorandum and articles of association, board minutes and directors' resolutions, shareholder resolutions, powers of attorney, structured finance transaction documentation, mutual fund documentation, legal opinions, share certificates and entries for registers of mortgages and charges

Matter, Filing and Records Management

• Preparing and coordinating filings with relevant internal and external bodies in relation to, among other matters, special resolutions, ordinary resolutions, amended and restated memorandum and articles of association, and changes of directors and officers
• Managing billing and collections processes using Aderant, including preparing draft invoice narratives and supporting timely billing follow-up
• Maintaining accurate and up-to-date records, correspondence and matter files for the Lawyer's client matters

Client, Lawyer and Team Support

• Liaising with clients professionally and appropriately, in accordance with the Lawyer's instructions and Firm policies

Billing, Collections and Administrative Processes

• Maintaining familiarity with, and complying with, all Firm policies relevant to the role
• Participating in special projects as required in support of the Firm's and the Lawyer's practice areas
• Carrying out any other duties commensurate with the role, including, where necessary, duties outside normal working hours

Education, Skills & Experience

• Advanced proficiency in Microsoft Office applications, with strong document formatting, editing and proofreading skills
• Proficiency in legal document production, precedent management, document management systems and billing platforms, including Aderant
• Recognised legal secretarial qualification, with at least GCE O'Levels and a minimum of 3–5 years' relevant legal secretarial experience, or an equivalent combination of education and experience
• Accurate copy and audio typing skills, with a typing speed of at least 60–70 wpm and strong attention to detail
• Ability to work independently, exercise sound judgement and collaborate effectively as part of a team
• High level of tact, discretion and professionalism when handling confidential, sensitive or time-critical matters
• Strong organisational skills, with the ability to manage competing priorities, work under pressure and meet deadlines to a consistently high standard
• Clear, professional and effective written and verbal communication skills, including the ability to prepare high-quality correspondence for internal and external stakeholders
• Proactive approach to continuous improvement, including identifying efficiencies, contributing ideas and supporting service enhancements
• Flexible, responsive and solutions-focused approach to changing priorities, urgent requests and time-sensitive matters
• Willingness to work outside normal business hours occasionally, where required to meet business or client needs

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