Administrative Assistant (Legal Secretary) - Onsite

Work Arrangement - On Site 5 days a week

Education

Bachelors degree graduate in Business Administration / Political Science / Liberal Arts Experience

Skills / Competencies Required

• At least two (2) years of work experience performing secretarial or administrative work
• With fundamental knowledge of office administration or secretarial management
• With excellent customer service orientation
• Able to communicate effectively (both oral and written
• Applies good judgment
• Emotionally intelligent who can build relationships both internally and externally
• Able to think critically and has outstanding problem-solving skills
• Proactive and engaged in personal development (of themselves and others across their network)
• Able to organize multiple tasks and manage time
• Able to work under pressure and with minimum supervision
• Able to write /draft reports memos and other related documents
• Able to do basic research skills with an eye for details
• Able to sort index categorize order manipulate and organize information/data/documents
• Proficient in the use of Microsoft (MS) software (i.e. Windows Word Excel and Outlook) and databases to manage voluminous data

Major Duties and Responsibilities

• Conducts evaluate and summarize Conflicts Search. If with conflict prepares clearance request and send it to the partner for review.
• Prepares Engagement/Assignment Letter.
• Draft Manila Intake Form (MIF) application form for partners review.
• Prepares and reviews Partner Activation and Office Submit (Intapp Open).
• Prepares Matter Name Change if needed or as requested by the partner.
• Update/Upload signed Engagement Letter at Intapp Open once they received the signed letter from the client.
• Prepares Powerpoint Presentations as requested by the lawyers.
• Receives and sorts all incoming pleadings filed pleadings letters memos reports and other correspondences from different B&M offices and/or clients for information review and approval of lawyers.
• Encodes/ prepares/ prints/ scans / proofreads documents and correspondences.
• Monitors screens all visitors and incoming/ outgoing calls and mails.
• Handles travel arrangements of lawyers including bookings visa requirements passport renewal and travel-related requests for payment.
• Arranges for appointments meetings and teleconferences of lawyers.
• Handles all preparations before during and after meetings such as:
• Reserving meeting rooms car and other resources needed for meetings via the Resource Booking System.
• Sending out invites for telephone conferences to lawyers and clients.
• Preparing materials for lawyers meetings.
• Prepares expense reports/medical reimbursement for lawyers.
• Assists lawyers for files needed from the Central Files and Library needs. Files documents in satellite files when needed.
• Prepares DRCP messengers dispatch slips courier request forms.
• Files pleadings in various courts. Organize case folders collates and reproduces annexes for pleadings. (Depending on PG Requirement)
• Replenishes and ensures adequate amount of office supplies.
• Prepares payment requisition for lawyers club memberships conferences/ seminars etc.
• Handles payment of lawyers personal bills makes deposits to and withdrawals from lawyers bank accounts and does other errands for lawyers.
• Update QT contacts database of the lawyers being supported.
• A strategic liaison working with fellow PBS colleagues including End to End (E2E) services teams in market colleagues and specialist teams who deliver services for the execution of tasks
• Coordinates prioritizes and delivers work across service teams within tight deadlines
• Commercially aware proactive and has a service-focused approach
• Skillful in new technology such as iManage BCI ServiceNow Intapp etc.
• Performs other related duties as may be assigned from time to time.