Legal Secretary – International Law firm

Job Description

• Provide comprehensive legal , administrative and secretarial support to lawyers, assisting in the coordination and management of client matters.
• Assist with client onboarding processes, including drafting engagement letters, conducting conflict checks, completing Anti-Money Laundering (AML) and Know-Your-Client (KYC) compliance requirements, maintenance of the client database, opening and closing case files, file maintenance and archiving, sorting incoming and outgoing post.
• Support the preparation of internal reports, billing documentation, and file management to ensure smooth workflow.
• Maintain and update the firm’s internal legal and administrative systems, including document management, client database, and workflow tracking tools, to ensure accuracy, confidentiality, and operational efficiency.
• Liaise with clients, internal departments, and external parties to obtain and verify documents required for filings and submissions. Demonstrate professionalism, diplomacy and sensitivity in all your communications.
• Prepare, proofread, translate and format legal documents, correspondence, and client deliverables in accordance with firm standards and style guides.
• Manage deadlines, maintain transaction checklists, and ensure all procedural requirements are met in accordance with firm and client timelines.
• Preparing documents and presentation materials in Word, Excel, and PowerPoint.
• Conduct corporate and regulatory research using public and proprietary databases to support lawyers in transactional and compliance-related work.

Requirements:

• At least 6 years solid experience in a secretarial or administrative role in a legal services environment.
• Familiarity with international legal documentation and compliance processes within a global law firm environment.
• Proficiency with Microsoft Office Software including Word, PowerPoint and Excel.
• Strong attention to detail, excellent organizational and communication skills..
• Excellent language skills, including written and spoken English, Cantonese, and Mandarin, are a prerequisite
• High ability to handle multiple tasks and prioritize effectively
• Be an effective team-player with highly developed interpersonal skills, confidence and resilience
• Practical, proactive, commercially minded and service driven, with a positive and “can do” attitude

Please note our advertisements use PQE/salary levels purely as a guide. However we are happy to consider applications from all candidates who are able to demonstrate the skills necessary to fulfil the role.

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