Legal Administrative Assistant

To ably perform the administrative task of Legal Department in accordance with the corporate objectives and policies.

Legal Functions:

1. Proofread contracts agreements and other legal documents prepared by the Legal Manager and Legal Counsel prior to printing and routing;
2. Review required documents such as Affidavits Letters Certifications Undertaking Special Power of Attorney the organizations application with various government agencies (ie. BOC BIR DOF PNP PDEA NTC PNRI etc.);
3. Provide corporate secretarial support to DKSH Philippines Inc. Edward Keller (Philippines) Inc. DKSH Market Expansion Services Philippines Inc. and other DKSH affiliates including board and stockholders meeting logistics notices minutes and resolutions corporate books and records and SEC and other regulatory filings (e.g. GIS Amendments GFFS/AFS);
4. Assist in litigation and case management and coordination with external counsel;
5. Coordinate notarization authentication and legalization of documents including scheduling with the notary public preparation of jurats and acknowledgments and consular authentication or apostille where required;
6. Support intellectual property matters including monitoring of trademark and other IP registrations and renewal deadlines and maintenance of IP portfolio records;
7. Support policy dissemination and compliance training including circulation of policy updates coordination of training schedules and logistics and upkeep of attendance and acknowledgment records;
8. Monitor contracts including tracking of key dates and obligations (effectivity expiry renewal termination and notice periods) timely reminders and periodic status and pipeline reporting to the Legal Manager and Legal Counsel;

Administrative And Clerical Functions

1. Support and monitor the day-to-day activities of the Legal Department;
2. Handle administrative requests from managers;
3. Perform end-to-end contract management including intake coordination with business units and counterparties tracking of review cycles circulation for signature safekeeping of executed originals and maintenance of the contracts database
4. Organize and schedule appointments and meetings;
5. Maintain and record all incoming and outgoing documents;
6. Ensure that all sensitive documents and information are received stored and transmitted confidentially;
7. Organize the filing system for all internal and external documents of the Legal Department;
8. Work collaboratively with other internal stakeholders including Finance IT Sales Human Resources and Supply Chain to promote cooperation and alignment of functions and duties;
9. Manage the Departments office supplies requirements;
10. Ensure that all other requirements of the Legal Department are fully met (e.g. document availability reminders on appointments follow-ups on pending tasks prompt and accurate relaying of messages and general upkeep of the office); and
11. Log and monitor requests for legal services.

• Bachelors degree in Legal Management Business Administration Office Administration or a related field.
• At least 1 year of experience in administrative legal or corporate support roles; fresh graduates with relevant internship experience are also welcome to apply.
• Basic understanding of legal documents contracts corporate records and legal processes is an advantage.
• Strong document management and organizational skills with keen attention to detail and accuracy.
• Proficient in Microsoft Office applications particularly Word Excel and PowerPoint.
• Able to handle confidential and sensitive information with professionalism and discretion.
• Strong written and verbal communication and coordination skills with the ability to work effectively with internal teams and external stakeholders.
• Highly organized detail-oriented and capable of managing multiple tasks and deadlines.
• Demonstrates professionalism reliability and willingness to learn in a fast-paced corporate environment.