Executive Assistant

Bird & Bird; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A leading company in Singapore is seeking an experienced administrative professional to support a Partner and other lawyers. The role requires exceptional communication skills, strong organizational abilities, and a proactive approach to problem-solving. Responsibilities include managing schedules, providing office support, and maintaining confidentiality. Ideal candidates will have at least 5 years of experience in a similar role, preferably within a law firm.

Qualifications

• At least 5 years of related administrative experience.
• Excellent spoken and written English.

Responsibilities

• Manage scheduling for the Partner and other lawyers.
• Provide administrative support and maintain filing system.
• Coordinate internal and external resources.

Skills

Communication

Organizational Skills

Time Management

Tools

Office Productivity Tools

Job description

This position supports primarily the Partner and 2 to 3 other lawyers. The ideal incumbent will be a proactive problem solver with exceptional communication skills and meticulous attention for details.

Responsibilities

• Manage and coordinate scheduling for the Partner including managing flow of mails, email, phone calls, client management, and other company/department logistics
• Provide administrative and office support, such as maintenance of filing system and contacts database
• Answer and respond to phone calls, communicate messages and information to the Partner
• Manage Partner travel logistics and activities, including accommodations, transportation, and meals
• Coordinate internal and external resources to expedite workflows
• Maintain records, files, and documents for the Partner
• Manage and organize team communications and plan events, both internal and off-site
• Maintain professionalism and strict confidentiality in respect of communications, materials and all correspondences

Requirements

• At least 5 years of related administrative experience reporting directly to the upper management
• Excellent spoken and written English
• Excellent interpersonal, organizational and communication skills
• Strong time-management and organizational skills, and an ability to multi task
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Ability to work well within a team environment, flexible, and willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees

Preferred skills and experience

• Experience in a mid-sized international law firm or larger practices
• Experience in IP portfolio management and commercial/transactional matters will be an advantage
• Experience in developing internal processes, workflows and filing systems