Legal Secretary / Assistant – Asia Pacific

• Diary management, which includes scheduling and organizing meetings and conference calls, including booking rooms, sending invites, and coordinating with other admins.
• Organize complex travel arrangements like land transport, flights, and hotel booking, including visa applications where applicable.
• Manage the team’s monthly expense claims, including ensuring timely submissions.
• End-to-end planning and execution of APAC Legal Team meetings, conferences, and events.
• Prepare and format PowerPoint presentations, assist in collation of reports, and perform data analysis.
• Provide an efficient and effective administrative support service, including the operation of all office systems (manual and electronic) following procedures.
• Maintain physical records or documents stored on online platforms, including maintaining.
• Draft simple correspondence/emails.
• Format lengthy agreements, and perform proofreading.
• Create first drafts of key agreements, based on existing master forms and with guidance from counsel.
• Assist with deal closings by preparing execution versions, collecting signatures, arranging closing mechanics, compiling originals, and arranging dispatch of compiled sets.
• Oversee processing of invoices with external counsel and vendors through an online portal. Manage such processing by liaising with external counsel and internal stakeholders, entering matter budgets and AFAs, and coordinating an annual accrual process.
• Organize meeting minutes as required and all other basic administration duties.
• Manage APAC Legal Team’s PTO (out of office) calendar.
• Manage the team against deadlines to ensure all deadlines are met.
• Follow-up on deadlines set to other functions ensuring that dates are met or escalated.
• Manage internal and external systems resources for efficient & accurate data collection.
• Manage the relationship across other functions ensuring information flows freely and meetings are coordinated.
• Attend training as required.
• Perform receptionist duties as rostered.
• Carry out other duties within the department as and when required.

• Education: Minimum Diploma or equivalent.
• At least 8 years of secretarial experience in a large corporate or law firm environment supporting the legal team.
• Experience in legal research and drafting and proofreading of contracts is advantageous.
• Ability to manage confidential information with complete discretion.
• Experience working efficiently and adhering to tight deadlines.
• Understand the importance of providing quality support service.
• Proactive with excellent attention to detail.
• Ability to multi-task, plan, prioritize, and organize to deadlines.
• A team player with good interpersonal & communication skills.
• Positive “can-do” attitude, flexibility, and ability to stay calm under pressure.
• Sense of responsibility.
• Good communication skills.
• Proficiency in MS Office Applications (Word, Excel, PowerPoint, Outlook, etc.).

Hilton