Administrative Assistant

Purpose

To provide full administrative support to the Singapore office, contributing to the operational effectiveness of internal client groups.

Key Dimensions

• Undertake all administrative and clerical tasks as required using the most appropriate tools and resources to deliver the service effectively.
• Demonstrate flexibility and excellent service in supporting internal client groups.
• Proactively contribute to the groups’/firm’s success by actively seeking to improve working processes, anticipating needs of colleagues, and taking action accordingly.

Key responsibilities and challenges

General administrative support

• Ordering of business cards (for new joiners or promoted fee earners)
• Order taxis, tickets, book restaurants, issue invitations;
• Assist with expenses reimbursements and Readsoft entry for payment to vendors, including filing and submitting the appropriate form;
• Create and amend contacts and distribution lists;
• Ad hoc projects – festive decorations, ordering of congratulatory flower bouquets, champagne
• Assisting with events organisation

Document processing

• Print and scan documents, including resizing pages for printing, when required;
• Organising ‘bibles’ including creating a cover index;
• Bind documents;
• Create folders and folder labels;
• Setting up Intralinks pages and uploading documents;
• Assist with ‘data room’ printing
• Formatting presentations and BD documents

Internal systems and materials

• Working with ServiceNow, including proactively checking the queue for tasks and prioritising tasks according to their urgency;
• Amend / update client book contacts, including adding relationship meetings and running reports.

Mail and Filing

• Assist with organising couriers and preparing documents for posting;
• Establish and maintain effective and accurate filing systems and records (hard copy and electronic) including archiving when completed;
• Archiving office files (with Recall) – packing and recording of files.

Clerical support

• Arranging couriers, receiving and distributing mail and preparing documents for posting;
• Assist with resolving IT issues, liaising with IT support, including in relation to printer errors;
• Fee earners’ room moves - coordinate w HR, GO;
• Run ACRA and E-litigation searches.

Teamwork and communication

• Build effective networks and relationships across the firm in order to complete tasks in the most effective way for the business;
• Participate in group specific activities such as events organised for the office;
• Proactively offer support to the team in line with the firm’s ‘one team’ approach, sharing workload and experience;
• Offer flexibility and openness to a broad range of tasks;  
• Use all available Firmwide resources to meet work deadlines;
• Communicate effectively and behave in line with firm’s values.

Continuous improvement and development

• Ensure continuous improvement of own competencies and skills in order to provide excellent professional assistance;
• Attend training as required to keep up to date with firm processes and procedures and new technologies, sharing the knowledge and learning with colleagues;
• Consider and suggest ideas for improving processes and ways of working within own area of responsibility and those within the wider team, escalate issues where appropriate;

Characteristics, Skills & Experience required:

Experience

• Open to entry-level candidates and fresh graduates with strong potential
• 2 years of relevant experience (desirable)
• Candidates with secretarial and legal secretarial experience will be an added advantage (desirable)

Character

• A committed and active team player
• Proactive and enthusiastic, positive with a can-do attitude
• Excellent communication and interpersonal skills
• Adaptable and willingness to learn
• Strong organisational skills and attention to detail
• Integrity and ability to maintain confidentiality
• Ability to cope with pressure and conflicting demands on time
• Able and willing to follow through, exercise judgement and take responsibility for and conclude actions
• Confident and professional manner
• Flexible and receptive to change in line with business demands
• Able to prioritise work effectively
• Commercially aware, understand internal and external client

Education / Qualification

• O Levels and A Levels
• Diploma Course in Executive and Secretarial Administration (or equivalent)

Office skills

• IT literate and proficient in Microsoft Word, Microsoft Excel, PowerPoint and Outlook
• Printing and scanning equipment knowledge

Technical Skills:

This list of duties and responsibilities above is not exhaustive.  It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.