Clyde & Co Clasis Singapore Pte Ltd

Legal Secretary (Singapore)

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Job Description

Job Description:

Job requirements
The Legal Secretary provides dedicated support to a range of fee earners (usually between 3-5 lawyers) 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 Secretarial Team Leader (STL) the Legal Secretary is flexible, committed to working with others and as part of a high-performing team, and passionate about providing a high-quality, timely legal support service.
Key responsibilities
  • Arranging internal and external meetings: taking care of room bookings and liaising with the Facilities team regarding catering, equipment etc
  • Organising and booking travel in line with business needs and office protocols, including researching the most cost effective transport and accommodation options, booking flights, managing visa applications and setting up business meetings on behalf of fee earners
  • Managing and coordinating the billing process on behalf of fee earners: preparing billing guides and WIP reports; liaising with fee earners to discuss what should be billed; producing/reviewing/amending narratives; liaising with the Accounts Team; verifying third party invoices; drafting routine billing correspondence and covering letters to be sent out to the clients, checking draft bills are correct, ensuring bills are sent out on time and comply with any specific client Service Level Agreements (SLAs); ensuring client monies are returned at the end of the transaction; closing and archiving files
  • Inputting time into the time recording system; processing expenses; reporting and escalating outstanding debts, liaising with Credit Control team as necessary
  • Logging and reporting all business development activities; maintaining up to date client contact information using the InterAction database and maintaining up to date client/matter lists
  • Coordinating client events, liaising with the Business Development team and attending events where required
  • Undertaking digital dictation where necessary; producing/ drafting and amending documents and correspondence such as letters, emails, memos and faxes, reports, legal forms, pleadings; producing presentations and spreadsheets; proofreading and checking own work and others work for accuracy, consistency and sense to ensure it meets the firm’s standards.
  • Managing all incoming documentation, post, couriers, faxes, ensuring all hard copy correspondence/documentation is electronically scanned and saved to the appropriate folders in the document management system; dealing with outgoing post, couriers, faxes; collating and checking enclosures and ensuring all fee earner instructions have been followed.
  • Undertaking basic legal research as necessary; undertaking any and all printing, photocopying and scanning as required, ensuring that documents are collated in the correct order, including binding and creation of files/folders
  • Undertaking all necessary actions and completing all paperwork in relation to new client instructions, including matter/client opening forms, liaising with Business Acceptance Unit (BAU) to ensure conflict checks are completed and anti-money laundering regulations are complied with, producing engagement letters and opening hard copy client files. 
  • Maintaining and managing electronic and paper filing, including data room documentation; updating non-matter-related files and closing files when work is complete and archiving paper files
  • Dealing with telephone calls in a prompt and professional manner, taking and passing on clear and concise messages; diverting phones, monitoring voicemails and updating greeting messages when team members are absent
  • Providing Reception coverage as required (as part of a roster system)
  • Monitoring fee earner in-boxes flagging emails requiring urgent attention, particularly when fee earners are absent; drafting responses if necessary; directing communications to the appropriate person in a fee earner’s absence; filing and scanning of incoming and outgoing emails.
Candidate profile
  • Proven legal secretary experience and ideally a recognized secretarial qualification and good academics
  • Accurate typing (minimum speed 60 wpm)
  • Proficient MS Office skills (Outlook, Word, Excel and PowerPoint)
  • Digital dictation experience preferred
  • Excellent spelling and grammar
  • Knowledge of relevant legal terminology
  • Attention to detail with a high level of accuracy
  • Exceptional ability to prioritise own workload to meet agreed and often conflicting deadlines
  • Ability to remain calm and retain a professional attitude under pressure
  • Proactive and committed team player

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Job Summary

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Entry level Diploma, Advanced/Higher/Graduate Diploma
Clyde & Co Clasis Singapore Pte Ltd

About

About Clyde & Co in the Asia Pacific Region  A pragmatic and dynamic international law firm with a focus on core sectors of infrastructure, insurance, international trade, natural resources and transportation. Clyde & Co is recognised for its work in and with fast-moving and volatile emerging markets, and for a history of managing complex, multi-jurisdictional transactions and disputes. Internationally, with more than 3,000 staff across six continents, we are on the front line for our clients' interests, all over the world. Our culture is one that is based on our integrity, enjoyment of work and a spirit of adventure that runs through everything we do. Clyde & Co is a truly entrepreneurial firm, always seeking new opportunities. We have 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 three years in particular have been a time of rapid growth and network expansion in Asia Pacific; we currently have around 350 directly-employed staff in-region.  Our regional network includes presence in: Hong Kong, Shanghai, Beijing, Chongqing, Ulaanbaatar, Singapore, Jakarta, Mumbai, New Delhi, Sydney, Brisbane, Melbourne and Perth, as well as working closely with Clyde & Co offices around the world. * Local law Joint venture also in place ** Associated office

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