116 Legal Secretary jobs in Singapore

We have an opportunity in our Singapore office for a Mandarin and English speaking Legal Secretary with experience of supporting Arbitration Lawyers.

Roles and Responsibilities

• Digital dictation.
• Receiving and directing telephone calls in accordance with the firm’s policy.
• Diary management, arranging and preparing documentation for meetings.
• Inbox management including preparation of draft responses for review.
• Organising client & internal meetings and lunches.
• Organising client functions, including assisting with invitations and set up.
• Other support services which may include making travel and hotel arrangements, taking minutes of meetings, initiating and replying to correspondence on routine matters, regular archiving and photocopying.
• Setting up and maintaining records and filing in accordance with the firm’s policy and quality standards.
• Word processing/typing, editing and collating correspondence and other documents, including from digital dictation – minimum of 60 wpm required.
• Updating and maintaining client information on Interaction.
• Receiving and sorting incoming mail where required.
• Preparation of slides on PowerPoint.
• Preparation of Briefing Notes.
• Working as part of a team to ensure that effective secretarial cover is maintained, to include covering secretarial absences within the office.
• Proof reading.
• Billing assistance.
• Point of contact for third parties.
• Assist the fee earners with their CDD tasks by liaising with clients and obtaining the correct documentation from them in line with the firm’s compliance policies.
• Ensuring that compliance matters are progressed in a timely manner by liaising with the compliance team in the London office.

Person Specification

• Fluent in English, with Mandarin language skills.
• At least 4 years’ experience as a Secretary within the Legal sector. Preference for experience supporting Arbitration Lawyers.
• Computer literate.

• Highly motivated individual who will be able to deal effectively with conflicting and urgent requirements.
• Strong commitment to providing clients with a high-quality service.
• Good communication skills.
• Pro-active team player.
• Ability to multi-task and prioritise in a busy schedule.
• High degree of accuracy/attention to detail.

Hybrid working - We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.

For a detailed specification please download the job description in the documents section of this page.

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Hogan Lovells is one of the leading global law firms. Our distinctive market position is founded on our exceptional breadth of our practice, on deep industry knowledge, and on our 'one team' global approach. Formed through the combination of two top international law firms, Hogan Lovells has over 40 offices in Asia, Europe, Latin America, the Middle East, and the United States. With a presence in the world's major financial and commercial markets, we are well placed to provide excellent business-oriented advice to our clients locally and internationally. Our people are the key to our success, which is why we seek to recruit and retain the most talented individuals in all regions of our global practice.

Established in 1998, our Singapore office is the gateway for our firm’s activities in South and South East Asian countries. Our joint law venture with well-known Singapore law firm, Lee & Lee, also enables us to provide a one-stop shop international and Singapore legal services on a wide range of matters across major practice streams.

KEY RESPONSIBILITIES

Reporting to the Office Manager, the Practice Assistant will provide support to lawyers in our Singapore office undertaking tasks including but not limited to:

• Formatting of legal documents
• Time entry
• Preparation of invoices and expense reimbursements
• Initiating conflicts checks and new business intake processes
• Arranging meetings and conference calls
• Maintaining the contact database for lawyers
• Maintaining physical and electronic filling systems
• Assisting with the preparation of presentation materials
• Preparing Excel spreadsheets
• Coordinating with office administration staff for delivery and other relevant arrangements
• Providing assistance in internal and external events
• Screening incoming calls
• Archiving inactive files
• Providing coverage when other secretaries are on vacation or in need
• Other duties as assigned

QUALIFICATIONS

• A minimum of 5 years' experience in a similar role, preferably in an international law firm environment
• Excellent personal communication skills and strong organizational abilities
• High attention to detail, including exceptional proofreading skills
• Ability to perform under pressure, independently and as part of a wider business services team
• Consistent positive attitude with a "can do" mentality
• Proven discretion and trust in dealing with confidential and sensitive information
• Advanced PC skills, including Microsoft Word, PowerPoint and Excel, and ability to learn new IT skills such as InterAction and other database systems

EQUAL OPPORTUNITIES POLICY

Hogan Lovells is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected veteran status, or other factors protected by law.

• Relevant working experience in a Law Firm is preferred
• Excellent verbal and written communication skills
• High degree of attention to detail
• Keen ability to work effectively in a fast-paced environment and to manage conflicting priorities and deadlines
• A team player

1. Compile and screen legal queries by redirecting or taking forward such queries as appropriate
2. Assist with drafting, formatting and assembling of documents
3. Draft correspondence with clients and schedule meetings
4. Manage file opening and closing procedures, including conflict checks
5. Manage matter deadlines, monitor the progress of matters, and generate matter status reports
6. Prepare invoices/bills, payment vouchers, claims, transfer of funds
7. Send chaser and follow up with clients on outstanding invoices/bills
8. Key in time entries into the firm's practice management system
9. Key in team's client contacts into Outlook
10. Prepare Business Development report
11. Book flight/accomodation for partner's business meetings/conferences
12. Conduct searches (e.g. Cause Book and INLIS)
13. Any other ad-hoc duties as and when required

• At least 2 years of working experience as a Legal Secretary, preferably in the Corporate practice
• A diploma in Law & Management or a degree in Law from a recognized institution
• Excellent verbal and written communication skills
• Meticulous and well organized
• Ability to work well in a fast-paced work environment
• Excellent time management
• Proficient in Microsoft Office and Outlook
• Team player

• Formatting of legal documents
• Time entry
• Preparation of invoices and expense reimbursements
• Initiating conflicts checks and new business intake processes
• Arranging meetings and conference calls
• Maintaining the contact database for lawyers
• Maintaining physical and electronic filling systems
• Assisting with the preparation of presentation materials
• Preparing Excel spreadsheets
• Coordinating with office administration staff for delivery and other relevant arrangements
• Providing assistance in internal and external events
• Screening incoming calls
• Archiving inactive files
• Providing coverage when other secretaries are on vacation or in need
• Other duties as assigned

• A minimum of 5 years' experience in a similar role, preferably in an international law firm environment
• Excellent personal communication skills and strong organizational abilities
• High attention to detail, including exceptional proofreading skills
• Ability to perform under pressure, independently and as part of a wider business services team
• Consistent positive attitude with a "can do" mentality
• Proven discretion and trust in dealing with confidential and sensitive information
• Advanced PC skills, including Microsoft Word, PowerPoint and Excel, and ability to learn new IT skills such as InterAction and other database systems

• Preferably familiar with handling HDB, private resale and/or BUC transactions.
• Able to prepare documents for all conveyancing matters independently.
• Must have good command of spoken and written English.
• Good work attitude with initiative, good interpersonal and communication skills.
• Able to work independently as well as in a team and under pressure in a fast-paced environment.
• Meticulous and well organized.

• Candidates with at least 1-2 years of relevant experience or equivalent skills are preferred. No experience are welcome to apply.
• Good communication skills, enthusiasm, and a positive and energetic attitude.
• Proficient in Microsoft Office Applications.
• Good Organization skills and the ability to work independently.

• Assist and work with solicitor(s);
• Full secretarial support in preparation of correspondence and legal documents;
• Other administrative support.

• Good command of written and spoken English;
• Willing to work beyond office hours when required;
• Meticulous, well organized and able to work under time constraints;
• Motivated, pro-active and able to work in a team;
• Good working knowledge of Microsoft Word, Excel and Outlook;
• Minimum working experience of 1 to 2 years is preferred. Prepared to consider suitable candidates with less experience.