A secretarial role supporting partners, legal directors and
associates within the Singapore Insurance Group, providing support
with all administrative tasks including management of client files,
management of billing and financial activities, client relationship
and business development coordination, diary and travel management and
document production.
The Legal Secretary provides dedicated support to a range of fee
earners with all administrative tasks including but not limited to
management of client files, billing and financial activities, client
relationship and business development coordination, diary and travel
management and document production.
Working as part of a broader secretarial support team and reporting
to a Legal Support Manager and Legal Support Team Leaders, the Legal
Secretary is flexible, committed to working with others as part of a
high-performing team, and passionate about providing a high-quality,
timely legal support service.
Key responsibilities
Providing secretarial and administrative support in Insurance
practice area as required
Answering and filtering telephone calls: liaising with external
and internal clients and their secretaries; monitoring voicemail;
dealing with queries and relaying messages
Incoming correspondence: checking emails; opening/distributing
post; dealing with mail-related queries; distributing as required;
electronically scanning and saving post items to document management system
Outgoing correspondence: sending emails; organising mail to ensure
it is ready for the appropriate collection times
Photocopying/printing: photocopying, scanning, and maintaining
paper files; printing documents; preparing bundles/files
Client filing: maintaining electronic client files; indexing;
trial bundles; archiving including arranging collections and
retrievals from the off-site archive company
Communication: always maintaining open and appropriate
communication lines with internal and external clients to ensure the
firm's needs are met; work cohesively with secretaries and admin
assistants from other regions
Prioritisation: managing and prioritising own workload to ensure
work is turned around within agreed deadlines and timeframes
Excel Spreadsheet management; input; logging; merging and
reporting the data as required
Billing: general billing administration process as directed. This
may include but is not limited to, preparing, and reviewing draft
bills, and associated correspondence
Financial Administration: dealing with disbursement bills and
processing third party invoices; preparing and processing expenses
claim forms and dealing with cheque requisitions; reimbursement of disbursements
E-litigation: filing of court documents, unpack court documents
from e-litigation portal and circulate, checking and keeping track
of hearing dates, cause book searches
Travel arrangements, reservations for restaurants, transport
arrangements, scheduling meetings
Potential to cover receptionist when needed
Other related duties as required.
Essential Skills & Experience
Providing legal secretarial support up to and including Partner
level, the successful candidate will have the following skills and experience:
Proven legal secretary experience
Ideally a recognised secretarial qualification with good academics
Accurate typing (minimum speed 60 wpm)
MS Office skills (Outlook, Word, Excel and PowerPoint)
Excellent spelling and grammar
Knowledge of legal terminology
Attention to detail with a high level of accuracy
Ability to prioritise own workload to meet agreed deadlines
Excellent organisational skills
Excellent communication skills
High level of initiative and pro-activity
Ability to be calm and retain a professional attitude under pressure
Flexible and committed
Positive attitude
Team player
In addition to any Partner reporting lines, all Legal Support staff
report to the Legal Support Manager and Legal Support Team Leaders.
About Clyde & Co in the Asia Pacific Region
When you work at Clyde & Co, you join
a team of 490 partners, 2,400 lawyers, 3,200 legal professionals and
5,500 people in nearly 70 offices and associated offices
worldwide.Our values are the principles that guide the decisions we
make, unite us in our endeavours and strengthen our delivery, for
both our clients and our firm. We work as one, excel with clients,
celebrate difference and act boldly. We are committed to operating
in a responsible way by progressing towards a diverse and inclusive
workforce that reflects the communities and clients it serves. We
are devoted to providing an environment in which everyone can
realise their potential, using its legal and professional skills to
support its communities. We do this through pro bono work,
volunteering, and charitable partnerships, and minimising the impact
it has on the environment, including through our commitment to the
SBTi Net-Zero standard and the setting of ambitious emissions
reduction targets.
We offer a range of tailored benefits and support, including
discounted private health insurance, first class family leave
offering, and wellbeing initiatives.
Clyde & Co is proud to be an equal
opportunities employer. Our core values encourage us to support
fairness, celebrate diversity and prohibit all forms of
discrimination in the workplace to allow everyone to excel at work.
Therefore, we welcome and encourage all applications from suitably
qualified individuals, regardless of background or identity.
Please take a moment to read our privacy notice carefully. This
describes what personal information Clyde & Co (we) may hold
about you, what it's used for, how it's obtained, your rights and
how to contact us as a data subject. If you are submitting a
candidate as a Recruitment Agency Partner, it is an essential
requirement and your responsibility to ensure that candidates
applying to Clyde & Co are aware of this privacy notice.
Clyde & Co will not accept agency
submissions unless the agency has specifically been contacted by a
member of the recruitment team.
