Legal Secretary

Loeb Smith Attorneys; Hong Kong; On-site; HKD 320,000 - 520,000; Full time

Job summary

Loeb Smith Attorneys in Hong Kong seeks an experienced legal secretary to produce and format documents in line with firm templates and branding. You will support attorneys with corporate correspondence, manage matter records, and assist with AML/KYC procedures.

The role requires strong MS Office and Clio skills, fluency in English, Cantonese and Mandarin, and a proactive, detail-oriented approach to multi-tasking under tight deadlines.

Qualifications

• Minimum 8 years of solid, progressive experience providing comprehensive legal secretarial support.
• Strong proficiency with Microsoft Office Suite and Clio.
• Excellent written and spoken English, Cantonese, and Mandarin.

Responsibilities

• Produce and format legal documents, corporate correspondence, and presentations in line with firm styles.
• Provide advanced technical support including automated TOCs, conversions, redlining/blacklining, and file recovery.
• Maintain lifecycle records in the client matter database and Clio DMS.
• Communicate with internal legal teams, external stakeholders, and clients.
• Assist AML/KYC processes and collect documentation.
• Support company incorporation procedures and ongoing corporate maintenance docs.
• Collaborate with marketing/business development on practice group initiatives.
• Execute ad hoc admin tasks and projects.

Skills

Legal secretarial experience

Multitasking

Attention to detail

Team player

Tools

Clio

Microsoft Word

Excel

PowerPoint

Job description

Produce and format legal documents, corporate correspondence, and presentations in strict accordance with the firm's standard styles and branding templates.

Provide advanced technical support, including generating automated tables of contents, document conversions, redlining/blacklining, and troubleshooting or recovering corrupted files.

Maintain and update accurate lifecycle records within the client matter database and within our Clio Document Management System.

Communicate and liaise professionally with internal legal teams, external stakeholders, and corporate clients.

Conduct preliminary AML research and coordinate with clients to collect KYC documentation, adhering strictly to compliance requirements.

Assist with company incorporation procedures and the preparation of ongoing corporate maintenance documentation.

Collaborate and liaise with the marketing and business development teams on practice group initiatives.

Execute ad hoc administrative tasks and operational projects as required by the practice group.

Requirements

Minimum 8 years of solid, progressive experience providing comprehensive legal secretarial support.

Strong technical proficiency across the Microsoft Office Suite (Word, Excel, PowerPoint) and legal-specific practice management software such as Clio.

Highly responsible and detail-oriented with a proven ability to multi-task while maintaining a zero-error standard.

Excellent command of written and spoken English, Cantonese, and Mandarin ("trilingual capability is essential").

An effective team player possessing strong interpersonal skills, professional resilience, and a proactive, practical "can-do" attitude.

Exceptional time management skills to prioritize workflows, plan effectively, and meet tight transactional deadlines under pressure.