Legal Administrative Assistant

DKSH Philippines, Inc.; Pateros; On-site; PHP 300,000 - 540,000; Full time

Job summary

DKSH Philippines, Inc. is seeking a Legal Administrative professional to support the Legal Department in alignment with corporate objectives and policies.

The role includes proofreading contracts, reviewing government filings, and providing corporate secretarial support across affiliated DKSH entities. The position covers litigation coordination, notarization, IP matter support, policy training logistics, and contract management, including tracking key dates and maintaining records.

Qualifications

• Bachelor's degree in Legal Management, Business Administration, Office Administration, or related field.
• At least 1 year of experience in administrative, legal, or corporate support roles.
• Strong document management and organizational skills.
• Proficient in Microsoft Office applications.
• Able to handle confidential and sensitive information with professionalism and discretion.

Responsibilities

• Proofread contracts and other legal documents prepared by the Legal Manager and Legal Counsel.
• Review documents such as affidavits, letters, certifications, undertakings, etc. in the organization’s government filings.
• Provide corporate secretarial support including board and stockholders’ meeting logistics, notices, minutes and resolutions, and SEC filings.
• Assist in litigation and case management, and coordinate with external counsel.
• Coordinate notarization, authentication, and legalization of documents and consular authentication as needed.
• Support IP matters, including monitoring of trademark registrations and renewals.
• Support policy dissemination and compliance training, including scheduling and attendance records.
• Monitor contracts and track key dates (expiry, renewal, notices) and provide status reports.
• Organize and file internal and external documents; maintain contract database.

Skills

Attention to detail

Organizational skills

MS Office

Communication

Confidential information

Education

Bachelor's degree in Legal Management

Business Administration degree

Office Administration degree

Tools

Microsoft Office

Job description

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, etc. in the organization’s 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 Department’s 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.

• Bachelor’s 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.

Why Join DKSH

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, etc. in the organization’s 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 Department’s 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.