Administrative Assistant | Legal Secretary  

1. Prepares reports requested by the lawyers
2. Prepares Powerpoint Presentations as requested by the lawyers
3. Receives and sorts all incoming pleadings, filed pleadings, letters, memos, reports and other correspondences from different offices and/or clients for information, review and approval of lawyers
4. Encodes/ prepares/ prints/ scans / proofreads documents and correspondences.
5. Monitors, screens all visitors and incoming/ outgoing calls and mails
6. Handles travel arrangements of lawyers including bookings, visa requirements, passport renewal and travel-related requests for payment
7. Arranges for appointments, meetings and teleconferences of lawyers
8. Handles all preparations before, during and after meetings such as:
   • Reserving meeting rooms, car and other resources needed for meetings via the Resource Booking System.
   • Sending out invites for telephone conferences to lawyers and clients.
   • Preparing materials for lawyers' meetings.
9. Prepares expense reports/medical reimbursement for lawyers
10. Assists lawyers for files needed from the Central Files and Library needs. Files documents in satellite files when needed.
11. Prepares DRCP, messengers' dispatch slips, courier request forms
12. Files pleadings in various courts. Organize case folders, collates, and reproduces annexes for pleadings
13. Replenishes and ensures adequate amount of office supplies
14. Prepares payment requisition for lawyers’ club memberships, conferences/ seminars, etc.
15. Handles payment of lawyers’ personal bills, makes deposits to and withdrawals from lawyers’ bank accounts and does other errands for lawyers
16. Update QT contacts database of the lawyers being supported
17. Performs other related duties as may be assigned from time to time.

Work Arrangement - On Site 5 days a week

Education

• Bachelor's degree graduate in Business Administration / Political Science / Liberal Arts

Experience

• At least two (2) years’ work experience performing secretarial or administrative work

Skills / Competencies Required

• With fundamental knowledge pertaining to office administration or secretarial management
• With excellent customer service orientation
• Able to communicate effectively (both oral and written)
• Able to organize multiple tasks and manage time
• Able to work under pressure and with minimum supervision
• Able to write /draft reports, memos and other related documents
• Able to do basic research skills with an eye for details
• Able to sort, index, categorize, order, manipulate and organize information/data/documents
• Proficient in the use of Microsoft (MS) software (i.e. Windows, Word, Excel and Outlook) and databases to manage voluminous data