Legal Secretary - International Arbitration

Job requirements

We are currently looking for an experienced legal secretary to join one of our litigation and international arbitration practices in Singapore. 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 Team Leader Legal Support and Senior Manager Legal Support APAC

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The Firm

When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

Our Commitment

Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process.

A Note on Privacy

Please take a moment to read our privacy notice.. This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject.

If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.

This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.