This position is responsible for providing comprehensive administrative and documentation support to lawyers, paralegals, business professional executives of the Firm in relation to both billable and non-billable matters. A core focus of this role is managing high鈥憅uality daily documentation work, ensuring accuracy, consistency, and adherence to Firm standards. This includes, where applicable, appropriate communication and cooperation with other Business Professionals Departments, with the objective of delivering reliable, efficient, and professional support to the lawyers and clients.
Key Responsibilities
Document Management / Documentation Support
In relation to both legal and non-legal documents:
- Prepare, format, and finalize documents including legal documents, correspondence, marketing materials, and presentations. This includes transcribing, editing, amending, converting, comparing, copy鈥憈yping, and proofreading to ensure accuracy, consistency, and compliance with the firm's house style
- Apply strong document expertise to handle complex formatting and document quality checks, ensuring all outputs meet firm standards
- Identifying when it is appropriate to utilize the services of the Firm's DPU in accordance with operational guidelines and policies and liaising with the DPU team in relation to the completion of requests
- Facilitating the scanning, photocopying, binding, printing and fax transmission of documents through the Office Services in accordance with operational guidelines and policies
- Filing and archiving of all clients and office related materials (both in electronic and paper format), for the archiving of closed physical files off-site and maintaining file lists of new, current and closed files
- Assisting with good housekeeping of documentation including post-closing administration as required including the set-up and maintenance of the matter document storage site: ensuring deliverables such as share certificates and security are registered, preparing bibles, ensuring that digital and hard copy versions are available, sending out bibles to all parties as required, bind originals of large documents, make copies of all originals and distribute as needed.
Personal Assistance and Correspondence
- Administering and process expense reimbursement in compliance with the Firm's expense policies
- Scanning, storing, submitting and filing I-expenses reports in accordance with accounting team's instruction.
- Other ad hoc personal assistance
- Supporting new joiners / leavers of office / team customs
- Support lawyers, as required on updating time recording entries into the Firm's systems
Calendar, Meetings, Calls Administration
- Looking after necessary arrangements for meetings and conference calls, including liaising with reception and IT for appropriate room bookings and equipment set-up and catering to be served
- Regular internal meetings/trainings arrangement - booking rooms, ordering lunches if necessary, arrange necessary IT facilities and sending invitations out for the attendees
- Monitoring and managing incoming telephone calls/messagesas efficiently as possible. Taking messages and following up with lawyers to ensure that calls are being responded to. In periods of lawyers' absence, effectively transferring calls in accordance with lawyers' instructions
Travel Arrangements / Reservations
- Managing travel and hotel arrangements including booking air tickets and accommodation through the Firm's travel agent and arranging visa applications
- Booking taxis
- Restaurant reservation for both internal / external purposes for the team
- Managing ad hoc personal reservations and arrangements
Support in relation to Business Development Activities (if required)
- Enter and maintain client details and lawyers' client lists on InterAction or outlook.
- Updating lawyers' CVs and photos using the template provided by the BD team
- Assist with the drafting and maintenance of schedules of visiting partners and working with BD on the relevant logistics
- Gather information on lawyers' BD activities and ensure that information is entered and maintained on the BD tracker and InterAction
- Summarizing questionnaire of the seminars
- Provide support as necessary for major events
Projects
- Provide support for operational improvement projects as required
Team Coverage
- Providing support to buddies in all aspect of work when buddies are on leave and when there is an overflow of work
Other tasks
- Provide support for other tasks as required by the fee earners and the line manager from time to time.
- Strong organisation skills and meticulous attention to detail, particularly in document handling and formatting
- A proactive, mature and collaborative approach towards administration and office management
- Prior work experience in a similar administrative or documentation鈥慺ocused role is preferred
- High proficiency in Microsoft Word, Excel, PowerPoint and Outlook
- Native Chinese with business level English language skills