Legal Assistant

About the Client: Multinational US law firm

Duties and responsibilities include but not limited to:

• Coordinate, maintain and comply with internal policies and procedures;
• Establish and maintain harmonious working relationships;
• Maintain the highest level of confidentiality of all client and firm information, records, and files, both within and outside of the Firm.
• Diary management for lawyers: schedules meetings, arranges business itineraries, and coordinates travel arrangements.
• Communicate effectively with clients, making and taking calls as necessary.
• Take dictations/ audio-typing
• Assist in drafting and preparation of general correspondence, documents, reports, PowerPoint presentations.
• Arrange and documentations for court in an orderly and timely manner.
• Utilise the firm's computer systems and software applications effectively
• Establish and maintain filing and records (physical copy and electronic).
• Enter lawyer's timesheets and ensure all time entries are recorded and finalised in time for billing.
• Manage the billing process for lawyers assigned and liaise with billing coordinators.
• Arrange out-of-pocket expenses with the Accounts Department and request payment of invoices or cheques to appropriate matter files.
• Maintain an up-to-date version of secretarial handover notes for each designated lawyer.
• Undertake any other ad hoc secretarial or administrative duties as required.

What we are looking for:

• Strong legal secretarial experience of at least 3 years in an international law firm.
• Highly client-focused and able to assist with business development activities.
• Organised with effective time management skills to meet deadlines.
• Ability to proactively support the needs of the fee earners.
• Typing speed of 60-70 WPM.
• Proficient with Worksite, 3E, Deltaview, Chrome River, InterAction, MS Word, Excel, PowerPoint, and Outlook.
• Experience in document management (including formatting using the firm's in-house styles), email management, billing, and expense coordination.

To be successful in this role, you:

• possess an exemplary team player spirit who takes accountability for the proper, timely and quality delivery of individual and team tasks and projects under strict timelines;
• a high degree of commitment who takes initiative and demonstrates a proactive approach;

Other information:

• Standard Working Hours: Monday-Friday 9:00 am to 6:00 pm
• Hybrid model: 3 days in, 2 days remote (work from home on Mondays and Fridays, assuming there is no work commitment that requires in-person office attendance)