Administrative Assistant

PROLEGIS LLC; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading legal firm in Singapore is seeking an Administrative Assistant to provide essential support to partners and lawyers. The ideal candidate should have a minimum of 1 year of experience, fluency in English, and proficiency in the Microsoft suite. Responsibilities include managing files, providing administrative support, and assisting with client requests. The role requires good communication skills and a proactive mindset towards learning and development within a dynamic team environment.

Qualifications

• Minimum of 1 year of experience in an administrative role.
• Strong understanding of Microsoft suite applications.
• Ability to build effective relationships within and outside the firm.

Responsibilities

• Provide support to partners, lawyers, and support staff.
• Organize and maintain files, both electronic and paper.
• Assist with administrative duties such as handling incoming mail.

Skills

Fluency in English

Microsoft Office suite proficiency

Verbal and written communication skills

Relationship building

Familiarity with AI

Job description

We are seeking an Administrative Assistant to join our legal support team in the Corporate team of Herbert Smith Freehills Kramer Prolegis. In this role, you will consistently provide administrative support to partners, lawyers and support staff to meet client requirements and deliver an exceptional client experience.

KEY RESPONSIBILITIES

• Provide timely and accurate support to practice management assistants and legal assistants, with administrative support needs.
• Deliver high quality, accurate work whilst managing deadlines, responding to change and the competing priorities of all work.
• Meet required deadlines and negotiate alternate timeframes when necessary.
• Scan, print or photocopy relevant documents as and when required by the relevant practice group support colleague or lawyer.
• Liaising with business services and other services to coordinate urgent mail and courier requests.
• Develop and maintain a robust file management system for all electronic and hard copy documents.
• Provide ad hoc support to the group or division such as dealing with incoming mail, answering the telephone, amending documents and any other administrative duties.
• Assist lawyers with petty cash requests, currency requests and expense claims in a timely manner.
• Assist with updating client information and relevant databases, following legal assistant or lawyer instructions in a timely manner (eg, InterAction).
• Prepare files for archiving and manage return and retrieval of files following firm guidelines.
• Assisting internal and external practice group events and functions.
• Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal.
• Take all necessary steps to ensure you are aware of correct procedures. Maintaining inquisitive, collaborative and vigilant work habits, keeping abreast of changes and developing more efficient work processes.
• Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to team meetings and activities, firm initiatives, learning and development sessions and other relevant activities.
• Take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working.
• Comply with WHS obligations and responsibilities in accordance with the requirements for this role as set out on the intranet.

SKILLS, EXPERIENCE AND QUALIFICATIONS

• Fluency in English (spoken and written)
• At least 1 year of experience
• Knowledge of the Microsoft suite (Outlook, Word, Excel and PowerPoint).
• Good written and verbal communication skills with a demonstrated ability to building effective and trusting relationships with people internally and external to the firm.
• Familiarity with AI and an enthusiasm for exploring its possibilities for impact within your role is highly valued; prior AI experience is a bonus.