Team Administrator

This is a co-shared role supporting both the Private Wealth (EPPICC) and Commercial Litigation teams in Hong Kong. The successful candidate will work closely with fee earners and executive assistants, playing a critical role in supporting the day-to-day operations and ensuring smooth workflow across both teams.

EPPICC
The EPPICC team advises on trusts, succession planning, family governance, and tax-related matters, serving a diverse client base including UHNW individuals, trustee companies, charities, and social enterprises. The Hong Kong team consists of 2 partners, 3 associates, and 1 legal executive.

Commercial Litigation Team:
The litigation team is comprised of 5 partners, several managing associates, consultants, and associates. The team handles a broad range of dispute resolution matters, including arbitration, banking and finance litigation, fraud and asset tracing, insolvency, professional indemnity, and shipping and international trade. The team works collaboratively in a fast-paced environment, supporting both local and international clients.

Administrative

• Manage diaries for partners and fee earners, including scheduling appointments and arranging intensive travel using the Firm's travel provider.
• Screen, prioritize, and manage incoming emails and post; develop systems to promote efficiency.
• Handle all incoming mail and courier deliveries, ensuring timely distribution to relevant team members. Scan and electronically file important documents, and promptly report or escalate urgent items to the appropriate fee earners or EAs.
• Arrange internal and external meetings, including room bookings, catering, technology requests, and calendar invites.
• Assist with BD events and activities (updating contacts, client liaison, preparing name badges, registration, etc.).
• Support fee earners with medical claims and expense claims accurately and promptly as needed.
• Arrange external post-delivery and manage couriers.
• Collaborate effectively with EAs, fee earners, and business services teams; resolve issues proactively.
• Handle ad-hoc administrative tasks, manage deadlines, and communicate effectively.

Matter and Transactional Support

• Assist with client/matter onboarding, conflict checks, and matter openings.
• Conduct online public searches including company searches, winding-up searches, land searches, etc.
• Support EAs and fee-earners with billing processes: review WIP, produce draft bills, update prebills, prepare bills for sending.
• Arrange client and office payments/transfers; assist with reviewing client balances.
• Prepare court bundles for the litigation team with high attention to detail.
• Produce correspondence and documents as instructed.
• Ensure electronic filing and archiving of documents according to firm policy.

• Excellent academic background
• Confident and professional manner with the ability to build strong relationship with fee earners and clients
• A strong team player: proactive in offering assistance to EAs and fee earners as needed, willing to collaborate closely with colleagues, and prepared to provide cover and support for other EAs during periods of absence or high workload.
• Strong organisational skills and excellent attention to detail
• Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate
• Reliable, hardworking, work to tight deadlines and have the ability to remain calm when under pressure
• Excellent communication skills and ability to interact at all levels
• Advanced Microsoft Office skills
• Collaborative and supportive of the business and its initiatives
• Anticipate and identify potential problem and provide innovative solutions

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm’s strategy and business needs.

Stephenson Harwood is an international law firm, and we are committed to creating "Positive Partnerships" with our clients. We represent listed and private companies, institutions and individuals, building lasting relationships to help them succeed in a complex and ever-changing world. 

Our focus is on five core sectors: Energy Transition, Life Sciences + Healthcare, Private Capital + Funds, Technology, and Transportation + Trade.