Summary
Performs duties such as ensuring that all appointments and meeting schedules of Lawyers within and outside are properly handled, monitoring all incoming and outgoing pleadings, memos, reports and other correspondences.
Proactively provide best-in-class secretarial and administrative support to all fee earners; this includes playing a key liaison role between the firms clients and its professional business services (PBS) employees to enable fee earners to execute their roles efficiently.
Major Duties and Responsibilities:
1. Conducts, evaluate and summarize Conflicts Search. If with conflict, prepares clearance request and send it to the partner for review.
2. Prepares Engagement/Assignment Letter.
3. Draft application form for partner's review.
4. Prepares and reviews Partner Activation and Office Submit.
5. Prepares Matter Name Change if needed or as requested by the partner.
6. Update/Upload signed Engagement Letter at Intapp Open once they received the signed letter from the client.
7. Prepares Powerpoint Presentations as requested by the lawyers.
8. Receives and sorts all incoming pleadings, filed pleadings, letters, memos, reports and other correspondences from different offices and/or clients for information, review and approval of lawyers.
9. Encodes/ prepares/ prints/ scans / proofreads documents and correspondences.
10. Monitors, screens all visitors and incoming/ outgoing calls and mails.
11. Handles travel arrangements of lawyers including bookings, visa requirements, passport renewal and travel-related requests for payment.
12. Arranges for appointments, meetings and teleconferences of lawyers.
13. Handles all preparations before, during and after meetings such as:
14. Prepares expense reports/medical reimbursement for lawyers.
15. Assists lawyers for files needed from the Central Files and Library needs. Files documents in satellite files when needed.
16. Prepares DRCP, messengers' dispatch slips, courier request forms.
17. Files pleadings in various courts. Organize case folders, collates, and reproduces annexes for pleadings. (Depending on PG Requirement)
18. Replenishes and ensures adequate amount of office supplies.
19. Prepares payment requisition for lawyers club memberships, conferences/ seminars, etc.
20. Handles payment of lawyers personal bills, makes deposits to and withdrawals from lawyers bank accounts and does other errands for lawyers.
21. Update contacts database of the lawyers being supported.
22. A strategic liaison working with fellow colleagues including End to End (E2E) services teams, in market colleagues and specialist teams who deliver services for the execution of tasks
23. Coordinates, prioritizes and delivers work across service teams within tight deadlines
24. Commercially aware, proactive and has a service-focused approach
25. Skillful in new technology such as iManage, BCI, ServiceNow, Intapp, etc.
26. Performs other related duties as may be assigned from time to time.
Education
Experience
Skills / Competencies Required