Administrative Assistant

Herbert Smith Freehills Kramer is a world-leading global law firm, where our ambition is to help you achieve your goals.

Exceptional client service and the pursuit of excellence are at our core. We invest in and care about our client relationships, which is why so many are longstanding. We enjoy breaking new ground, as we have for over 170 years.

As a fully integrated transatlantic and transpacific firm, we are where you need us to be. Our footprint is extensive and committed across the world's largest markets, key financial centres and major growth hubs.

At our best tackling complexity and navigating change, we work alongside you on demanding litigation, exacting regulatory work and complex public and private market transactions. We are recognised as leading in these areas.

We are immersed in the sectors and challenges that impact you. We are recognised as standing apart in energy, infrastructure and resources. And we're focused on areas of growth that affect every business across the world.

All of this is achieved by supporting the growth of our people, who help us deliver on our ambition - which is to help you achieve yours.

Herbert Smith Freehills Kramer: Your goals. Our ambition

The Opportunity

We are seeking an enthusiastic, detail orientated Administrative Assistant to support the Corporate practice in our Hong Kong office. You will be part of the legal support team, consistently provide administrative support to partners, lawyers and support staff to meet client requirements and deliver an exceptional client experience.

In this role you will deliver high quality, accurate work whilst managing deadlines, responding to change and the competing priorities of all work. You will also assist with updating client information and relevant databases, following lawyers and/or the Legal Support Team's instructions in a timely manner (eg, InterAction) as well as take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working.

Responsibilities of the role will include but not limited to:

• Provide timely and accurate support to lawyers, the Legal Support Team and business service managers, with administrative support needs (such as travel bookings, visa applications, uploading invoices, etc).
• Deliver high quality, accurate work whilst managing deadlines, responding to change and the competing priorities of all work.
• Meet required deadlines and negotiate alternate timeframes when necessary.
• Scan, print or photocopy relevant documents as and when required by the relevant practice group support colleague or lawyer.
• Liaise with business services and other services to coordinate urgent mail and courier requests.
• Develop and maintain a robust file management system for all electronic and hard copy documents.
• Provide ad hoc support to the practice group or division such as dealing with incoming mail, answering the telephone, amending documents and any other administrative duties.
• Assist lawyers and the Legal Support Team with petty cash requests, currency requests and expense claims in a timely manner.
• Assist with updating client information and relevant databases, following lawyers and/or the Legal Support Team's instructions in a timely manner (eg, InterAction).
• Prepare files for archiving and manage return and retrieval of files following firm guidelines.
• Assist internal and external practice group events and functions.
• Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal.
• Take all necessary steps to ensure you are aware of correct procedures. Maintaining inquisitive, collaborative and vigilant work habits, keeping abreast of changes and developing more efficient work processes.
• Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to team meetings and activities, firm initiatives, learning and development sessions and other relevant activities.
• Take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working.
• Comply with WHS obligations and responsibilities in accordance with the requirements for this role as set out on the Firm's Intranet.

To be successful in this role, you will be able to demonstrate the following:

• Typing speed minimum of 60 wpm with 98% accuracy.
• Knowledge of the Microsoft suite (Outlook, Word, Excel and PowerPoint) and Chinese typing.
• Good written and verbal communication skills with a demonstrated ability to building effective and trusting relationships with people internally and external to the firm.
• Excellent English and Chinese language skills both written and spoken.
• Proven high level organisational and time management skills with the ability to think ahead, prioritise workload, respond to and manage changing circumstances and work under pressure to meet deadlines.
• Strong attention to detail and have a can-do attitude.
• Familiarity with AI and an enthusiasm for exploring its possibilities for impact within your role is highly valued; prior AI experience is a bonus.

Team
Corporate

Working Pattern

Full time

Location
Hong Kong

Contract type
Permanent Contract

Diversity & Inclusion

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values-Human, Bold, and Outstanding.