Administrative Assistant (Legal Secretary) - Onsite
Job no: 496226
Work type: Secretaries
Location: Manila
Categories: Others
Work Arrangement - On Site 5 days a week
Education
- Bachelor's degree graduate in Business Administration / Political Science / Liberal Arts Experience
Skills / Competencies Required
- At least two (2) years of work experience performing secretarial or administrative work
- With fundamental knowledge of office administration or secretarial management
- With excellent customer service orientation
- Able to communicate effectively (both oral and written
- Applies good judgment
- Emotionally intelligent who can build relationships both internally and externally
- Able to think critically and has outstanding problem-solving skills
- Proactive and engaged in personal development (of themselves and others across their network)
- Able to organize multiple tasks and manage time
- Able to work under pressure and with minimum supervision
- Able to write /draft reports, memos, and other related documents
- Able to do basic research skills with an eye for details
- Able to sort, index, categorize, order, manipulate, and organize information/data/documents
- Proficient in the use of Microsoft (MS) software (i.e. Windows, Word, Excel and Outlook) and databases to manage voluminous data
Major Duties and Responsibilities
- Conducts, evaluate and summarize Conflicts Search. If with conflict, prepares clearance request and send it to the partner for review.
- Prepares Engagement/Assignment Letter.
- Draft Manila Intake Form (MIF) application form for partner's review.
- Prepares and reviews Partner Activation and Office Submit (Intapp Open).
- Prepares Matter Name Change if needed or as requested by the partner.
- Update/Upload signed Engagement Letter at Intapp Open once they received the signed letter from the client.
- Prepares Powerpoint Presentations as requested by the lawyers.
- Receives and sorts all incoming pleadings, filed pleadings, letters, memos, reports and other correspondences from different B&M offices and/or clients for information, review and approval of lawyers.
- Encodes/ prepares/ prints/ scans / proofreads documents and correspondences.
- Monitors, screens all visitors and incoming/ outgoing calls and mails.
- Handles travel arrangements of lawyers including bookings, visa requirements, passport renewal and travel-related requests for payment.
- Arranges for appointments, meetings and teleconferences of lawyers.
- Handles all preparations before, during and after meetings such as:
- Reserving meeting rooms, car and other resources needed for meetings via the Resource Booking System.
- Sending out invites for telephone conferences to lawyers and clients.
- Preparing materials for lawyers' meetings.
- Prepares expense reports/medical reimbursement for lawyers.
- Assists lawyers for files needed from the Central Files and Library needs. Files documents in satellite files when needed.
- Prepares DRCP, messengers' dispatch slips, courier request forms.
- Files pleadings in various courts. Organize case folders, collates, and reproduces annexes for pleadings. (Depending on PG Requirement)
- Replenishes and ensures adequate amount of office supplies.
- Prepares payment requisition for lawyers’ club memberships, conferences/ seminars, etc.
- Handles payment of lawyers’ personal bills, makes deposits to and withdrawals from lawyers’ bank accounts and does other errands for lawyers.
- Update QT contacts database of the lawyers being supported.
- A strategic liaison working with fellow PBS colleagues including End to End (E2E) services teams, in market colleagues and specialist teams who deliver services for the execution of tasks
- Coordinates, prioritizes and delivers work across service teams within tight deadlines
- Commercially aware, proactive and has a service-focused approach
- Skillful in new technology such as iManage, BCI, ServiceNow, Intapp, etc.
- Performs other related duties as may be assigned from time to time.
Advertised: Singapore Standard Time
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