Legal Secretary

Walkers; Singapore; On-site; SGD 48,000 - 72,000; Full time

Benefits offered by this job

Equal opportunity employer

Job summary

Walkers is seeking a Legal Secretary to support a busy Investment Funds & Corporate team. The role delivers high-standard secretarial, administrative and practice support, often under pressure and tight deadlines.

The successful candidate will handle document production, diary management, client liaison and billing using Aderant, requiring accuracy, discretion and teamwork. A recognised secretarial qualification and 3–5 years' experience are expected.

Qualifications

• Recognised legal secretarial qualification and 3–5 years' experience.
• Accurate copy and audio typing 60–70 wpm with attention to detail.
• Proficiency with Aderant and billing platforms; document management.
• Ability to work independently and in a team under pressure.

Responsibilities

• Provide legal secretarial and administrative support to lawyers.
• Prepare, format and file documents, memos and board materials.
• Coordinate meetings, diary management and client communications.
• Assist with billing, filings and matter file management using Aderant.

Skills

Attention to detail

Time management

Communication

Proactive improvement

Team collaboration

Education

Legal secretarial qualification

GCE O'Levels

Tools

Aderant

Microsoft Office

Document management systems

Job description

We are a leading international law firm for global corporations, financial institutions, capital market participants and investment fund managers. With a global presence spanning the Americas, Europe, the Middle East and Asia, we advise on the laws of Bermuda, the British Virgin Islands, the Cayman Islands, Guernsey, Ireland and Jersey.

We treat everyone as the intelligent professional they are. Our approach is to trust and empower our people to deliver consistently, and enable them to succeed. Diversity is our secret weapon – it’s the sheer breadth of Walkers people that makes us who we are – gathered from across the globe and fluent in languages, jurisdictions and cultures that help us to mirror our clients and keep our own thinking in tune with the world in which we operate.

Overview Of Role

Department : Investment Funds & Corporate

We are seeking a Legal Secretary to work as part of a team delivering legal secretarial services to a high standard and often under pressure and time restraints. The successful candidate will assist the lawyers in running their practice.

Duties, Responsibilities & Person Specification

The role covers a broad range of legal secretarial, administrative and practice support duties. These responsibilities are grouped broadly as follows:

Legal Document and Transactional Support

• Creating, editing, amending, formatting and storing correspondence and documents in the appropriate electronic matter files, including the preparation of blacklined documents
• Responding to internal and external telephone enquiries promptly and professionally, ensuring all calls are handled courteously and appropriately
• Managing document production tasks, including photocopying, scanning and electronic filing of documents and correspondence
• Coordinating meetings, appointments and diary management, including preparing relevant materials and logistics as required
• Arranging the opening, closing and archiving of client matters and files in accordance with internal procedures
• Preparing and coordinating cheque requests, collections and related administrative processes
• Maintaining and updating client contact details and addresses in the Lawyer's personal contact database and the Firm's database, Aderant Expert
• Applying the Firm's house style consistently across all documents and correspondence
• Supporting members of the secretarial team and collaborating effectively to deliver work to a consistently high standard and within required deadlines
• Providing cover for other secretaries within the team during periods of absence, as required
• Assisting with the preparation of first drafts of legal and transactional documents, including, without limitation, initial and amended and restated memorandum and articles of association, board minutes and directors' resolutions, shareholder resolutions, powers of attorney, structured finance transaction documentation, mutual fund documentation, legal opinions, share certificates and entries for registers of mortgages and charges

Matter, Filing and Records Management

• Preparing and coordinating filings with relevant internal and external bodies in relation to, among other matters, special resolutions, ordinary resolutions, amended and restated memorandum and articles of association, and changes of directors and officers
• Managing billing and collections processes using Aderant, including preparing draft invoice narratives and supporting timely billing follow-up
• Maintaining accurate and up-to-date records, correspondence and matter files for the Lawyer's client matters

Client, Lawyer and Team Support

• Liaising with clients professionally and appropriately, in accordance with the Lawyer's instructions and Firm policies

Billing, Collections and Administrative Processes

• Maintaining familiarity with, and complying with, all Firm policies relevant to the role
• Participating in special projects as required in support of the Firm's and the Lawyer's practice areas
• Carrying out any other duties commensurate with the role, including, where necessary, duties outside normal working hours

Education, Skills & Experience

• Advanced proficiency in Microsoft Office applications, with strong document formatting, editing and proofreading skills
• Proficiency in legal document production, precedent management, document management systems and billing platforms, including Aderant
• Recognised legal secretarial qualification, with at least GCE O'Levels and a minimum of 3–5 years' relevant legal secretarial experience, or an equivalent combination of education and experience
• Accurate copy and audio typing skills, with a typing speed of at least 60–70 wpm and strong attention to detail
• Ability to work independently, exercise sound judgement and collaborate effectively as part of a team
• High level of tact, discretion and professionalism when handling confidential, sensitive or time-critical matters
• Strong organisational skills, with the ability to manage competing priorities, work under pressure and meet deadlines to a consistently high standard
• Clear, professional and effective written and verbal communication skills, including the ability to prepare high-quality correspondence for internal and external stakeholders
• Proactive approach to continuous improvement, including identifying efficiencies, contributing ideas and supporting service enhancements
• Flexible, responsive and solutions-focused approach to changing priorities, urgent requests and time-sensitive matters
• Willingness to work outside normal business hours occasionally, where required to meet business or client needs

Walkers global is an equal opportunity employer. Equality and diversity are key to our global identity and an integral part of our goal to continue being an employer of choice. We are committed to a work environment that supports all individuals irrespective of gender, ethnicity, nationality, race, religion, marital status, age, disability, pregnancy, sexual orientation, gender identity or any other applicable legally protected characteristics. We make every effort to ensure that employment opportunities are open and accessible to all purely on the basis of personal ability.