Legal Secretary

Reed Smith LLP; Singapore; On-site; SGD 29,000 - 42,000; Full time

Job summary

Reed Smith LLP in Singapore is seeking an organized administrative assistant to support document production, formatting, and handling amendments to deadlines.

You will type from dictation, manage filing systems, prepare PowerPoint and Excel materials, and draft simple correspondences. This role also covers calendar management, travel arrangements, client onboarding support, billing processes, and general office administration to keep the firm running smoothly.

Responsibilities

• Develop proficiency in document production, including formatting and processing amendments to a high standard within agreed deadlines.
• Type accurately from digital dictation, audio files, and copy typing
• Maintain and organise documents and filing systems, ensuring accuracy and up-to-date records
• Assist in preparing PowerPoint presentations and Excel spreadsheets when required
• Draft simple correspondences when required
• Carry out photocopying, scanning, and document handling tasks as needed.
• Learn to effectively manage calendars, including scheduling meetings, conference calls, and arranging meeting rooms and catering when required
• Support the coordination of travel arrangements, including transport and accommodation
• Gain familiarity with expense processing using Emburse
• Prepare and collate documentation and materials in advance of meetings
• Handle internal and external calls in a professional, courteous, and timely manner, ensuring accurate message-taking and follow-up
• Manage incoming and outgoing communications, including emails, phone calls, and mail
• Welcome and assist visitors in a professional manner
• Maintain accurate and up-to-date client contact records
• Provide administrative support to Partners and fee earners as required
• Assist in the preparation of billing narratives
• Support the monitoring and progression of the billing process
• Process client and third-party payments, including raising and tracking cheques
• Record time entries for fee earners when required
• Manage incoming and outgoing correspondence and mail
• Monitor and respond to emails promptly, escalating or actioning where necessary
• Establish and maintain efficient filing systems (both electronic and hard copy)
• Assist with client onboarding and matter opening processes

Job description

• Develop proficiency in document production, including formatting and processing amendments to a high standard within agreed deadlines
• Type accurately from digital dictation, audio files, and copy typing
• Maintain and organise documents and filing systems, ensuring accuracy and up-to-date records
• Assist in preparing PowerPoint presentations and Excel spreadsheets when required
• Draft simple correspondences when required
• Carry out photocopying, scanning, and document handling tasks as needed.

Document Production & Technical Skills

• Develop proficiency in document production, including formatting and processing amendments to a high standard within agreed deadlines
• Type accurately from digital dictation, audio files, and copy typing
• Maintain and organise documents and filing systems, ensuring accuracy and up-to-date records
• Assist in preparing PowerPoint presentations and Excel spreadsheets when required
• Draft simple correspondences when required
• Carry out photocopying, scanning, and document handling tasks as needed.

Meetings and Travel Management

• Learn to effectively manage calendars, including scheduling meetings, conference calls, and arranging meeting rooms and catering when required
• Support the coordination of travel arrangements, including transport and accommodation
• Gain familiarity with expense processing using Emburse
• Prepare and collate documentation and materials in advance of meetings

Customer Service

• Handle internal and external calls in a professional, courteous, and timely manner, ensuring accurate message-taking and follow-up
• Manage incoming and outgoing communications, including emails, phone calls, and mail
• Welcome and assist visitors in a professional manner
• Maintain accurate and up-to-date client contact records
• Provide administrative support to Partners and fee earners as required

Billing

• Assist in the preparation of billing narratives
• Support the monitoring and progression of the billing process
• Process client and third-party payments, including raising and tracking cheques
• Record time entries for fee earners when required

Administration

• Manage incoming and outgoing correspondence and mail
• Monitor and respond to emails promptly, escalating or actioning where necessary
• Establish and maintain efficient filing systems (both electronic and hard copy)
• Assist with client onboarding and matter opening processes