Legal Secretary

OFFICE SECRETARIES PTE. LTD.; Singapore; On-site; SGD 33,000 - 67,000; Full time

Job summary

The Legal Secretary role provides proactive administrative and secretarial support to assigned Partners and fee earners within a collaborative international firm in Singapore.

Key duties include diary coordination, travel arrangements, billing, CRM maintenance, KYC/AML support, and drafting high-quality legal documents to firm standards. Must have five years' law-firm secretarial experience and exceptional organizational skills.

Qualifications

• Minimum five years of secretarial experience, preferably in a law firm.
• Proficient with MS Office and billing/CRM systems.
• Excellent written and verbal communication across corporate levels.
• Highly organized with strong attention to detail and confidentiality.

Responsibilities

• Coordinate diaries, schedule appointments, travel, and itineraries; monitor mailboxes.
• Support marketing initiatives, handle expenses, and maintain InterAction CRM.
• Manage end-to-end billing, draft first bills, liaise with accounts, and support debt recovery.
• Type, amend, format, and proofread legal documents to firm standards; manage pagination and signatures.
• Open new client matters, coordinate conflict checks, and assist with KYC/AML processes.
• Draft BIMCO contracts and handle maritime-related documentation.

Skills

Secretarial experience

Written and verbal communication

Organizational skills

Confidentiality

Tools

MS Office

Billing software

CRM databases

iManage

DocuSign

Litera Compare

DocXtools

Job description

The role

The Legal Secretary will provide proactive administrative and secretarial support to assigned Partners and fee earners within a highly collaborative team. This position requires an enthusiastic, detail-oriented individual capable of multi-tasking to deliver high-quality client service.

Key Responsibilities

• Coordinate diaries, resolve scheduling clashes, manage travel arrangements, and produce detailed itineraries. Monitor mailboxes during absences.
• Support marketing initiatives, handle expense claims, and maintain the InterAction CRM database.
• Manage end-to-end billing, draft first bills/narratives, liaise with accounts, support debt recovery, and maintain Carpe Diem time records.
• Type, amend, format, and proofread legal documents to firm standards. Manage pagination, layouts, transaction bibles, and signature pages.
• Open new client matters, coordinate conflict checks, and assist with KYC/Anti-Money Laundering processes.
• Specialised Maritime & Legal Tech-Draft BIMCO contracts; purchase vessel transcripts via MPA and conduct ACRA searches.

Essential Skills & Experience

• Minimum five (5) years of secretarial experience; law firm experience is highly advantageous.
• Expert user of MS Office (Word, Excel, PowerPoint, Outlook, Teams), billing software, CRM databases, and document management systems like iManage, DocuSign, Litera Compare, DocXtools, etc.
• Clear, professional, and confident written and verbal communication skills across all corporate levels.
• Highly organized with exceptional attention to detail. A calm, trustworthy team player who exhibits strong initiative, flexibility, and confidentiality.

If you are a motivated legal secretarial professional looking to join a dynamic international firm, please submit your application todayto: [e-mail]