Legal Secretary

Transmedic Group; Kuala Lumpur; On-site; MYR 42,000 - 66,000; Full time

Job summary

Transmedic Group’s Legal, Risk & Compliance function seeks a diligent Legal Secretary/Administrator to support contract administration, filing, and template management. You will oversee the Contract Eagle system, coordinate execution and approvals, and maintain legal records while assisting with due diligence and compliance processes.

You will collaborate with internal stakeholders, support contract renewals and compliance, and handle confidential information with discretion.

Qualifications

• Diploma or degree in secretarial studies, business administration, or a transferable field.
• 3–5 years of legal administration experience.
• Well-organised with strong attention to detail.
• Excellent written and spoken English.
• Able to handle confidential information discreetly.
• Experience with contract administration preferred.

Responsibilities

• Prepare and administer standard template legal agreements and related documentation.
• Coordinate execution of legal documents and approvals.
• Administer the Contract Eagle system, uploads, registers, and reporting.
• Maintain the Legal Master List and other legal records.
• Manage and triage the Legal team inbox and coordinate responses.
• Support contract renewals, extensions and milestones.
• Coordinate third-party due diligence processes and maintain compliance records.
• Assist with legal reporting, document management and process improvements.
• Provide general administrative support to Legal, Risk & Compliance.

Skills

Legal administration

Stakeholder management

Attention to detail

English communication

Organisational skills

Education

Diploma or Degree in Secretarial / Business Admin

Tools

Contract Eagle

Job description

The Legal Secretary / Legal Administrator provides administrative, contract management and operational support to the Legal, Risk & Compliance function. The role is responsible for filing and tracking legal agreements and otherwise administering the Contract Eagle contract management system, arranging execution of legal agreements, managing the preparation of template agreements, supporting third-party due diligence processes, managing the Legal team inbox and assisting with contract renewal and compliance processes across the business.

Responsibilities

• Prepare and administer standard template legal agreements and related documentation, including Proctorship Agreements, Letters of Appointment (LOAs), Agency Agreements, confidentiality agreements and third-party due diligence documentation.
• Coordinate execution of legal documents, including obtaining approvals and signatures from authorised signatories and ensuring agreements are properly filed and distributed.
• Administer and maintain the Contract Eagle contract management system, including contract uploads, data entry, contract registers, reporting and monitoring renewal, extension and expiry dates.
• Maintain the Legal Master List and other legal records to ensure information is accurate, complete and up to date.
• Manage and triage the Legal team inbox, monitor legal requests and coordinate responses with internal stakeholders.
• Support the Commercial Excellence team with contract renewals, extensions and management of key contract milestones.
• Coordinate third-party due diligence processes and maintain associated compliance records and documentation.
• Assist with legal reporting, document management, template maintenance and continuous improvement of legal processes.
• Provide general administrative support to the Legal, Risk & Compliance function.

Requirements

• Diploma or degree in secretarial studies, business administration or transferable field.
• Ideal candidate must possess 3 - 5 years’ experience in legal administration at a law firm or within a legal department.
• Well-organised and able to manage tasks efficiently.
• Strong attention to detail and accuracy.
• Good stakeholder management and communication skills.
• Good command of English, both spoken and written.
• Ability to handle confidential and sensitive information with discretion.
• Good contract administration and documentation skills.