Executive Assistant

Charles Russell Speechlys; Singapore; Hybrid; SGD 60,000 - 90,000; Part time

Job summary

A leading law firm in Singapore seeks an experienced Executive Assistant to support the Head of Asia. Key duties include managing schedules, liaising with clients, and ensuring smooth office operations. Ideal candidates possess strong communication skills, IT proficiency, and the ability to thrive under pressure. This role offers a hybrid working model tailored to operational needs.

Qualifications

• Experience as an Office Manager or in a managerial role in an international business.
• Significant experience in operational roles with financial literacy.
• Ability to handle high-pressure situations effectively.

Responsibilities

• Provide executive support to the Head of Asia.
• Manage diary, schedule meetings, and ensure smooth operations.
• Liaise with clients and internal teams on behalf of the Head.

Skills

Strong communication skills

IT skills (Outlook, Word, PowerPoint, Excel)

Organizational skills

Networking and interpersonal skills

Attention to detail

Tools

iManage/software experience

MS Office packages

Job description

Overview

Executive Assistant (EA) role at Charles Russell Speechlys. The EA will report to the Head of Asia. This is a key role within the Asia team, requiring significant experience and professionalism, coupled with emotional intelligence and a can-do attitude.

Responsibilities

• Executive support: diary management for the Head of Asia, including scheduling, monitoring responses, and ensuring smooth running of recurring bookings (including connections via VC and telephone), catering and room setup for all meetings and Committees.
• Process invoices and expenses on the online system (Chrome River).
• Proactive in building relationships with clients and internal/external contacts on behalf of the Head and the team.
• Responsibilities may include making travel and hotel arrangements, taking minutes of meetings, initiating and replying to routine correspondence, regular archiving and photocopying.

Accounts

• Assist with ensuring time recording is up to date and captured in a timely manner.
• Liaise with the Finance team regarding invoices, expenses, client billing and accounts; process invoices and expenses on Chrome River.
• Assist the billing and credit control processes and liaise with the Finance team to ensure a consistent and efficient approach; produce standard financial and time reports through the system.

Regulatory

• Liaise with local authorities for offices in Asia and, with Office Managers, address regulatory issues as they arise.

Compliance

• Liaise with Office Managers and the Compliance team on AML policies and procedures and address any issues arising.
• Assist in maintaining CPD management for all Fee Earners.

Marketing

• Schedule weekly meetings with Head of BD in Asia to ensure directory and awards submissions are up to date.
• Liaise with the BD team on the implementation of BD strategy and ensure internationally focused BD material is up to date and available.
• Organise and diarise seminar/conference/speaking slots as required.

Partners

• Coordinate and schedule regular Asia partners meetings and bi-annual strategy meetings.

Fee earners

• Work with Office Managers in scheduling and diarising regular fee earner meetings in each Asia office.

Global Ops & GRC

• Attend and participate in meetings, take and distribute action points and minutes, manage delivery of actions, distribute updates and follow up; prepare presentations and papers.

International collaboration

• Organise regular meetings with Heads of office in Paris, Geneva, Luxemburg, Zurich and the Middle East; liaise with BD on internationalBD material.

Person Specification

• Collaborative mindset and ability to work well in a team.
• Strong communication skills at all levels within the Firm.
• Well organized with strong administration skills; ability to prioritise and meet strict deadlines.
• IT skills to include Outlook, Word, PowerPoint and Excel.
• Self-motivated with a positive approach to working under pressure in a busy environment.
• Excellent networking and interpersonal skills; high degree of numeracy, analytics and IT skills; excellent attention to detail; good telephone and client-facing manner.

Skills and Experience

• Experience as an Office Manager with exposure to a broad range of managerial, visa/immigration, and finance tasks for an international business.
• Significant experience in an Office Manager/Operational role.
• Finance & IT literacy; experience with core functions in a previous role.
• iManage/software experience; comprehensive working knowledge of MS Office packages.

Hybrid working

Hybrid and flexible working approach, dependent on role requirements and subject to manager approval.

For a detailed specification please download the job description in the documents section of this page.

Clicking 'apply' will direct you to the application tracking system hosted by Reach-ATS.com.

Seniority level

• Mid-Senior level

Employment type

• Contract

Job function

• Administrative
• Industries: Law Practice

Referrals increase your chances of interviewing at Charles Russell Speechlys.

Sign in to set job alerts for “Executive Assistant” roles.

End of description.