Legal Secretary

Position Summary

The Legal Secretary will provide comprehensive secretarial and administrative support to our legal professionals. The role involves handling legal documentation, coordinating with clients and external parties, and ensuring the smooth execution of matters and transactions.

Position Responsibilities

The Legal Secretary will provide full secretarial support, including:

• Document preparation: Drafting, proofreading, formatting, and amending legal correspondence, agreements, court documents, and client letters.

• Diary management: Scheduling appointments, client meetings, and deadlines using electronic calendars.

• File management: Opening new matters, maintaining physical/digital files, archiving closed cases, and ensuring compliance with firm retention policies.

• Communication handling: Screening and responding to client/stakeholder emails and calls, relaying messages accurately and promptly.

• Travel and expenses: Arranging lawyer travel, booking accommodations, processing expense claims, and reconciling receipts.

• Meeting coordination: Preparing meeting materials, booking conference rooms, arranging catering, and handling logistics.

• Billing support: Preparing draft bills, entering time records, obtaining disbursements approvals, and client billing coordination.

• Provide administrative support including scanning, filing, binding and photocopying documents.

• Perform other ad hoc duties and project support as required.

Skills and experience

• Diploma or above; legal studies or secretarial training an advantage.

• Minimum 3-5 years' legal secretarial experience in corporate department, preferably in an international law firm.

• Familiarity with handling corporate transactions is highly preferred.

• Strong command of written and spoken English and Chinese (Cantonese and Mandarin).

• Proficient in MS Word, PowerPoint and Excel; Chinese word processing (traditional and simplified).

Competencies

• Maintain strict confidentiality of departmental and firm information.

• Manages deadlines and requests efficiently under pressure.

• Responds promptly to urgent requests and delivers work products on time.

• Exceptional attention to detail ensuring consistently high-quality work products.

• Thrives in high-pressure environment meeting strict deadlines consistently.

• Excellent communication skills.

• Professional demeanor and positive attitude.

• Works effectively with internal and external parties across all levels.

• Proactive in anticipating business needs, tracking timelines and deadlines, and preventing errors.

• Highly reliable, punctual, and committed to supporting team success.