Legal Practice Coordinator

Pillsbury Winthrop Shaw Pittman LLP; Hong Kong; On-site; HKD 470,000 - 705,000; Full time

Job summary

Pillsbury Winthrop Shaw Pittman LLP in Central, Hong Kong, seeks a Legal Practice Coordinator to provide comprehensive administrative and secretarial support to attorneys. The role reports to the Regional Director of Administration and covers calendar management, travel coordination and document preparation.

The ideal candidate has 3–5 years of secretarial experience, strong English/Cantonese skills, Mandarin preferred, and a typing speed of 65+ wpm.

Qualifications

• Full business/professional proficiency in English and Cantonese (spoken and written).
• Native/bilingual proficiency in Mandarin (spoken and written) preferred.
• Three to five years of general secretarial experience; Legal Secretary experience with a US law firm preferred.
• Accurate typing speed of 65+ wpm.

Responsibilities

• Provides admin/secretarial support to attorneys and their teams.
• Manages calendars, schedules appointments and coordinates travel.
• Prepares timesheets, client bills and expense reports; handles mail and deliveries.
• Drafts routine and attorney-reviewed non-routine correspondence.
• Familiarizes with firm policies and administrative procedures.
• Organizes workflow, files and recordkeeping; ensures deadlines and filing requirements.
• Coordinates workload with attorneys to meet deadlines and quality standards.
• Available for overtime as needed.

Skills

Communication skills

Team collaboration

Attention to detail

Discretion

Multi-tasking

Education

College/University Degree

Tools

MS Office

Windows OS

Job description

Job Description

The Legal Practice Coordinator is responsible for providing administrative and secretarial support to attorneys, including secretarial team coverage and backup support. The individual reports to the Regional Director of Administration and works closely with their assigned attorneys and other colleagues.

Central, Hong Kong

Primary responsibilities include but not limited to:

• Assumes responsibility for ensuring the efficient daily administrative operations of the assigned legal team.
• Communicates with attorneys and helps balance the regional team’s workload to ensure completion of projects within established time frames and quality standards; seeks assistance from colleagues, assigned attorneys, supervisors, and/or regional Office Administrator and Directors of Administration when workload demands and deadlines require.
• Demonstrates mastery of the Firm’s Microsoft Office system by producing a variety of documents from various source materials.
• Composes routine correspondence and non-routine correspondence for attorney review as requested.
• Becomes familiar with the Firm’s policies and all applicable administrative procedures.
• Provides administrative support to assigned legal team by ensuring the organization of workflow, files, and recordkeeping, including preparation of timesheets and client bills, expense reports, and the processing of incoming and outgoing mail and overnight deliveries.
• Assists in organizing work schedule by maintaining calendar, scheduling appointments and coordinating travel arrangements.
• Be familiar with the policies and procedures of the varying administrative agencies and/or courts in which the attorney practices.
• Meets filing deadlines and is aware of the procedures for same (as applicable).
• Proactively supports Firm-wide client service initiatives. Provides quality service to internal departments and external parties by interacting professionally and displaying a “can do” attitude via electronic and print correspondence, when answering telephone calls, taking and relaying messages, and greeting visitors; coordinating attorney, client, or other inquiries in the absence of the attorney.
• Must be available to work overtime as needed.
• Performs other administrative duties as assigned.

Required Education, Knowledge, and Experience:

• Full business/professional proficiency in English and Cantonese (spoken and written).
• Native/bilingual proficiency in Mandarin (spoken and written) preferred.
• College/University Degree preferred.
• Three to five years of general secretarial experience; Legal Secretary experience with a US law firm preferred.
• Accurate typing speed of 65+ wpm.

Required Skills and Abilities:

• Excellent word processing skills and knowledge of Windows operating system.
• Ability to meet the demands of a fast-paced work environment and multiple priorities.
• Ability to work cohesively in a team environment.
• Excellent organizational, communication and interpersonal skills.
• Professional, upbeat, energetic, proactive, dependable, and takes pride in work.
• Proficiency in spelling, grammar, proofreading and writing skills (Japanese and English), and a strong attention to detail and accuracy.
• Ability to handle confidential and sensitive information with the appropriate discretion.
• Ability to quickly learn new processes/procedures/styles and possess good judgement/intuition.

Physical Requirements of the Position:

• Ability to sit and stand for extended periods.
• Ability to lift up to 5 kilograms.

The expected salary range for this position is 470,124 HKD – 705,186 HKD. Final compensation will be determined based on several factors, including but not limited to, relevant experience, qualifications, skill set, and geographic location.

Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer.

If you require an accommodation in order to apply for a position, please contact us at [e-mail].