Legal Secretary

SyCip Salazar Hernandez & Gatmaitan; Makati; On-site; PHP 260,000 - 380,000; Full time

Job summary

SyCip Salazar Hernandez & Gatmaitan seeks an organized secretary to handle calls, scheduling, filing, and correspondence for partners and administrators.

The role includes managing bills, reimbursements, and maintaining essential professional documents; prior secretarial experience is valued, with a preference for related business education.

Qualifications

• Graduate of any 4-year business course (preferably Office Administration) or equivalent.

Responsibilities

• Answer, screen, and refer phone calls to the party concerned; make outgoing calls for superiors.
• Receive and sort incoming mails; refer to superiors those requiring attention.
• Route or deliver outgoing mails, reports, and other materials; return borrowed records.
• Arrange appointment and hearing schedules for filing in court and remind superiors of changes.
• Assist in preparing reports and correspondences such as notices, minutes, and certificates.
• Scan documents for attachment to e-mails to be sent by superiors.
• Take dictation and transcribe shorthand notes.
• Provide complete and accurate information on forms submitted to units for processing.
• Coordinate with Administrative Assistants on billings and account receivables.
• Make reservations for venue/equipment and prepare materials for meetings.
• For partners’ secretaries: perform billing and billing-related functions; submit bill/reimbursements; maintain information for regular use (IBP no., PTR, etc.).

Skills

Phone handling

Scheduling

Billing coordination

Education

4-year business degree

Job description

Job Functions:

1. Answer, screen, and refer phone calls to the party concerned, make outgoing calls for superiors;

2. Receive and sort incoming mails, referring to superiors those requiring attention;

3. Route or deliver (if necessary) outgoing mails, communications, reports, and other materials, and return borrowed records;

4. Arrange and keep appointment and hearing schedules and due dates for filing in court and remind superiors of these, and attend to changes in schedules as necessary and as required;

5. Assist in preparing reports and correspondences such as notices/agenda/minutes of meetings, certificates, affidavits, letters, motions for extension, annexes/exhibits to pleadings;

6. Scan documents for attachment to e-mail to be sent out by superiors;

7. Take dictation and transcribe shorthand notes;

8. Provide complete and accurate information on all forms that are submitted to units/departments for processing;

9. Facilitate processing and payment of phone bills by tracking calls, providing all required information for calls made by their respective lawyer-bosses;

10. Coordinate with Administrative Assistants on billings and account receivables;

11. Make reservations for venue/equipment and prepare other requirements (sufficient printed copies, etc.) for meetings.

For partners’ secretaries:

1. Perform billing and billing-related functions;

2. Submit bill/reimbursements for payment to the Accounting Manager for processing;

3. Maintain information and documents for regular use: IBP no., PTR, CTC, Roll no., MCLE no., CPA accreditation no. and other personal information (plate no., insurance policy dates, and the like).

Qualification Guides:

Education: Graduate of any 4-year business course (preferably Office Administration) or equivalent

Experience: With at least one year related work experience, but not required