Team Administrator

Stephenson Harwood LLP; Hong Kong; On-site; HKD 279,000 - 390,600; Full time

Job summary

Stephenson Harwood LLP is seeking an administrative support professional in Hong Kong to enhance day-to-day operations for the Private Wealth and Commercial Litigation teams.

The candidate will manage diaries, assist with client onboarding, and support billing processes while demonstrating excellent communication and organizational skills.

This position offers a unique opportunity to contribute to a leading international law firm dedicated to positive client partnerships.

Qualifications

• Professional demeanor with strong relationship-building skills.
• Ability to manage tight deadlines effectively.
• Adaptable and open to change with innovative problem-solving skills.

Responsibilities

• Manage diaries for partners and fee earners efficiently.
• Assist with client and matter onboarding processes.
• Support fee earners with billing and administrative tasks.

Skills

Excellent academic background

Strong organizational skills

Advanced Microsoft Office skills

Excellent communication skills

Strong team player

Ability to work under pressure

Job description

What We Will Offer

We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can gain early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all‑round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

Team Structure

This is a co‑shared role supporting both the Private Wealth (EPPICC) and Commercial Litigation teams in Hong Kong. The successful candidate will work closely with fee earners and executive assistants, playing a critical role in supporting the day‑to‑day operations and ensuring smooth workflow across both teams.

EPPICC

The EPPICC team advises on trusts, succession planning, family governance, and tax‑related matters, serving a diverse client base including UHNW individuals, trustee companies, charities, and social enterprises. The Hong Kong team consists of 2 partners, 3 associates, and 1 legal executive.

Commercial Litigation Team

The litigation team is comprised of 5 partners, several managing associates, consultants, and associates. The team handles a broad range of dispute resolution matters, including arbitration, banking and finance litigation, fraud and asset tracing, insolvency, professional indemnity, and shipping and international trade. The team works collaboratively in a fast‑paced environment, supporting both local and international clients.

Main Responsibilities

Administrative

• Manage diaries for partners and fee earners, including scheduling appointments and arranging intensive travel using the Firm's travel provider.
• Screen, prioritize, and manage incoming emails and post; develop systems to promote efficiency.
• Handle all incoming mail and courier deliveries, ensuring timely distribution to relevant team members. Scan and electronically file important documents, and promptly report or elevate urgent items to the appropriate fee earners or EAs.
• Arrange internal and external meetings, including room bookings, catering, technology requests, and calendar invites.
• Assist with BD events and activities (updating contacts, client liaison, preparing name badges, registration, etc.).
• Support fee earners with medical claims and expense claims accurately and promptly as needed.
• Arrange external post‑delivery and manage couriers.
• Collaborate effectively with EAs, fee earners, and business services teams; resolve issues proactively.
• Handle ad‑hoc administrative tasks, manage deadlines, and communicate effectively.

Matter and Transactional Support

• Assist with client/matter onboarding, conflict checks, and matter openings.
• Conduct online public searches including company searches, winding‑up searches, land searches, etc.
• Support EAs and fee‑earners with billing processes: review WIP, produce draft bills, update prebills, prepare bills for sending.
• Arrange client and office payments/transfers; assist with reviewing client balances.
• Prepare court bundles for the litigation team with high attention to detail.
• Produce correspondence and documents as instructed.
• Ensure electronic filing and archiving of documents according to firm policy.

Attributes/Skills Required

• Excellent academic background.
• Confident and professional manner with the ability to build strong relationships with fee earners and clients.
• A strong team player: proactive in offering assistance to EAs and fee earners as needed, willing to collaborate closely with colleagues, and prepared to provide cover and support for other EAs during periods of absence or high workload.
• Strong organisational skills and excellent attention to detail.
• Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate.
• Reliable, hardworking, work to tight deadlines and have the ability to remain calm when under pressure.
• Excellent communication skills and ability to interact at all levels.
• Advanced Microsoft Office skills.
• Collaborative and supportive of the business and its initiatives.
• Capable of anticipating and identifying potential problems and providing innovative solutions.

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm’s strategy and business needs.

About The Firm

Stephenson Harwood is an international law firm, and we are committed to creating "Positive Partnerships" with our clients. We represent listed and private companies, institutions and individuals, building lasting relationships to help them succeed in a complex and ever‑changing world. Our focus is on five core sectors: Energy Transition, Life Sciences + Healthcare, Private Capital + Funds, Technology, and Transportation + Trade.