We are looking for a float secretarial role to support various
practice groups. This role will provide 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. This role will support different practice groups to cover
leave, busy periods and provide billing support.
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 the Legal Support Team Leaders and the Legal Support Manager, Asia,
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
Assisting the Partner with their related matters and any other
ad-hoc tasks assigned from time to time
Providing secretarial and administrative support including
managing calendars, scheduling meetings, and coordinating appointments
Answering and filtering telephone calls: liaising with external
and internal clients and their secretaries; dealing with queries and
relaying messages
Incoming correspondence: checking emails; electronically scanning
and saving 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 lawyers, secretaries and
admin assistants in the Singapore office and 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
generating reports 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
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
Vessel searches, monitor of vessel movements when required
Potential to cover receptionist when needed
Other related duties including running errands 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
Prior experience as a Personal Assistant is an added advantage
Recognised secretarial qualification with good academics
Accurate typing (60+ wpm)
Proficient in MS Office (Outlook, Word, Excel, PowerPoint).
Strong command of spelling, grammar, and legal terminology
High attention to detail and accuracy
Ability to multitask and prioritize daily workload to meet deadlines
Excellent organizational and communication skills
Demonstrates initiative and proactivity
Maintains a calm and professional demeanour under pressure
Ability to exercise discretion and maintain confidentiality
Flexible, committed, and positive team player.
In addition to any Partner reporting lines, all Legal Support staff
report to the Legal Support Team Leaders and Legal Support Manager, Asia.
About Clyde & Co in the Asia Pacific Region
Clyde & Co has had a presence in the Asia Pacific region for over
30 years, during which time we have invested in building a network of
market leading specialists who support our clients' international and
regional growth strategies. The last two years in particular have been
a time of rapid growth and network expansion, and we currently have
around 50 partners and 500 directly-employed staff in-region. Our APAC
locations include presence in: Hong Kong, Shanghai*, Beijing*,
Chongqing*, Singapore* Bangkok, Sydney, Melbourne, Perth and Brisbane.
Internationally, with more than 5,500 staff operating across six
continents, Clyde & Co is a major international law firm with a
distinctive focus on core sectors of infrastructure, international
trade, natural resources, transportation and insurance. The firm has a
strong reputation for complex and high-profile international dispute
resolution and for its work in and with fast-moving and volatile
emerging markets.
