Team Executive (Legal Secretary)

ASHURST PERKINS COIE UK LLP; Singapore; On-site; SGD 40,000 - 64,000; Full time

Job summary

Ashurst Perkins Coie UK LLP is seeking a Team Executive to provide proactive and effective general administrative assistance. You will liaise closely with the Lawyers and Practice Executives and other firm functions to support operations across Central Services / Global Shared Services.

Responsibilities include document handling, expense processing, file management, data entry, and assisting with billing and New Business Intake workflows to ensure compliance with firm standards.

Responsibilities

• Printing and sorting emails and documents, often with attachments or links, and filing when required.
• Photocopying, scanning, printing, faxing, binding and preparing documents and delivery / collection of large volume document production, courier or reprographic work.
• Processing and submitting expense claims as and when required.
• Organising and maintaining files for both electronic and hard copy documents.
• Data entry for record keeping and updating client databases, including Interaction and Outlook contact details.
• Preparing files for vacating, working with Lawyers and Practice Executives to identify expired files, and arranging for collection or retrieval.
• Assisting with the monthly billing process: preparing proformas / draft bills.
• Assisting with New Business Intake requirements and client file opening and related processes.
• Assisting with document amendments and drafting correspondences, checking that all work is accurate and follows the firm's standards.

Job description

Ashurst Perkins Coie is the global law firm for the future economy.

With more than 3,500 client-facing practitioners across 52 offices worldwide, we advise a broad range of clients, and have a distinct strength in technology, energy & infrastructure, and financial services - three sectors at the forefront of economic transformation.

Combining global scale, sector insight, and technological capability, Ashurst Perkins Coie helps clients unlock opportunity with market-leading experience in complex transactions, litigation, and regulatory matters.

We support clients through a shifting landscape where technology, and AI in particular, is both an accelerator and disruptor to their business opportunities and challenges and is reshaping how energy, data, and capital move across markets.

Our strengths have earned our lawyers recognition across the profession, and more importantly, the trust of our clients. Our people are our greatest asset, advising clients on complex, cross-border matters and collaborating seamlessly across markets and practices. We offer a global platform for career-defining work and an opportunity to help shape a firm with the culture and confidence to compete at the highest level.

For Ashurst Perkins Coie, innovation is our tradition. We have a long legacy of helping clients through moments of transformation with the insight to help them stay ahead.

To find out more please visit our website.

About the role

As the Team Executive, you will liaise closely with the Lawyers and Practice Executives as well as other functions within the firm to provide proactive and effective general administrative assistance.

Central Services / Global Shared Services

• Printing and sorting emails and documents, often with attachments or links, and filing when required.
• Photocopying, scanning, printing, faxing, binding and preparing documents and delivery / collection of large volume document production, courier or reprographic work.
• Processing and submitting expense claims as and when required.
• Organising and maintaining files for both electronic and hard copy documents.
• Data entry for record keeping and updating client databases, including Interaction and Outlook contact details.
• Preparing files for vacating, working with Lawyers and Practice Executives to identify expired files, and arranging for collection or retrieval.
• Assisting with the monthly billing process: preparing proformas / draft bills.
• Assisting with New Business Intake requirements and client file opening and related processes.
• Assisting with document amendments and drafting correspondences, checking that all work is accurate and follows the firm's standards.

Business Development

• Researching internal and external sources for client or practice area information and assisting with the coordination of client events which may include arranging meeting facilities, setting up meeting rooms etc.
• Where relevant, attending client events to provide assistance with welcoming and registrar.

General Administration

• Coordinating travel requirements where necessary.
• Ad hoc administrative tasks as and when required.

Background checks

To comply with regulatory and client requirements, Ashurst Perkins Coie will undertake appropriate vetting of staff. When applicants accept a job offer, Ashurst Perkins Coie, alongside a specialist provider, will undertake professional verification and background checks. These checks are only undertaken with consent, and in accordance with our legal and regulatory obligations.

Notice for Recruitment Agencies

As a global law firm, we aim to fill vacancies directly whenever possible. However, if we do need to engage with agencies, we only work with those on our preferred supplier list (PSL) and will not consider unsolicited applications from agencies not on this list for this role.