Legal Secretary - Litigation

Job requirements

We are currently looking for an experienced legal secretary to join one of our Singapore litigation practices. This role will provide support with all administrative tasks including Partner level support, 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 and Partner with all administrative tasks. Working as part of a broader secretarial support team including Legal Support Team Leaders 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

• 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.