Legal & Executive Assistant

SOLUTINO PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading company is seeking a resourceful and detail-oriented Paralegal to support key management professionals and the legal, compliance, and operational functions of a family office. The role involves legal research, executive support, contract management, and compliance assistance, working in a fast-paced environment to manage a range of critical tasks and relationships.

Qualifications

• Minimum 3 years' working experience as a paralegal / legal secretary.
• Ability to handle high demands and tight deadlines independently.
• Strong interpersonal skills and ability to collaborate with stakeholders.

Responsibilities

• Conduct legal research on relevant matters such as estate planning and regulatory compliance.
• Manage complex calendars and prepare meeting agendas for senior management.
• Assist with due diligence and support the legal aspects of investment activities.

Skills

Organizational Skills

Interpersonal Skills

Communication Skills

Education

Diploma in Law, Legal Studies, or a related discipline

Job description

Job Brief:

We are seeking a resourceful and detail-oriented Paralegal to support our key management professionals and the legal, compliance, and operational functions of a second-generation family office. This is a multi-faceted role that spans trust administration, investment documentation, legal research, and corporate secretarial support.

Job Description:

Legal Research and Analysis:

• Research various legal matters relevant to the family office, including estate planning, trust administration, tax laws, real estate transactions, and regulatory compliance.
• Analyze and summarize legal documents, statutes, and regulations for attorney review.

Executive Support:

• Manage complex calendars and schedules for Senior Management, including meeting coordination and reminders.
• Prepare meeting agendas, review materials, and take accurate minutes; chair internal meetings when necessary.
• Track and follow up on outstanding items, ensuring timely resolution and reporting.
• Coordinate seamless communication between management, departments, and external stakeholders.
• Organise comprehensive travel arrangements (visa, flight, accommodation, ground transport) and handle itinerary changes on short notice.

Investment and Asset Management Support:

• Collaborate with the investment team to support the legal aspects of investment and asset management activities.
• Assist with due diligence on potential investments, review and summarize investment agreements, and coordinate the execution and filing of investment-related documents.

Legal Documentation and Contract Management:

• Prepare, review, and revise legal documents, contracts, and agreements, such as confidentiality agreements, employment contracts, and vendor agreements.
• Assist with contract negotiations and track contract status, deadlines, and renewals.
• Maintain a contract management system to organize and manage legal documents.

Compliance and Regulatory Matters:

• Ensure compliance with applicable laws, regulations, and reporting requirements.
• Assist in preparing and filing regulatory reports, including tax filings, SEC filings, and compliance documentation.
• To ensure legal and regulatory compliance, help implement and maintain internal policies and procedures.

Litigation Support:

• Support managing and organizing legal disputes and litigation matters involving the family office.
• Assist in document management, discovery requests, and trial preparation.
• Coordinate with internal teams and external counsel to gather information and facilitate legal proceedings.

Legal Administration:

• Manage legal department administrative tasks, including maintaining legal files, calendars, and databases.
• Handle legal correspondence and facilitate communication between the legal team and internal stakeholders.
• Coordinate meetings, manage attorney schedules, and assist with travel arrangements.

Relationship Management:

• Establish and maintain effective working relationships with external service providers, including attorneys, accountants, and investment professionals.
• Collaborate with internal teams and external advisors to gather information, coordinate projects, and ensure timely completion of tasks.

Others:

• Support in the day-to-day Corporate Secretarial matters for all entities, including liaising with cross-department colleagues, personal assistants of Board Members and key officers, external Corporate Secretarial service providers, government agencies, banks, and auditors.
• Assist in the smooth operations of annual general meeting, board, and committee meetings, which includes: (pre/post meeting logistics)

Job Requirements

• Minimum 3 years' working experience as a paralegal / legal secretary
• Diploma in Law, Legal Studies, or a related discipline is advantageous
• Ability to stay organized and handle high demands and tight deadlines in a fast-paced environment independently
• Strong interpersonal (communication) skills and the strong ability to work independently and collaborate with other stakeholders

Additional Information:

• Work Location: Orchard Road (sheltered walkway from MRT)
• 5-days Work Week – Monday to Friday, 9:00am to 6:00pm
• Candidates who can start on short notice / immediately is advantageous.
• Shortlisted candidates will be required to attempt some assessment tests as part of our recruitment process.
• Kindly note that all new hires will be offered yearly renewable employment contract for the first 2 years before converting to permanent staff.