Paralegal and Legal Secretary

Company Description

The Manila Jockey Club (MJC) was established in 1867 as an exclusive horse racing club, one of the oldest in the Asia Pacific region. Today, it has evolved into a diversified company with successful interests in property development, entertainment, and leisure. MJC, through partnerships with industry leaders, has developed thriving communities in Manila and Cavite with upcoming projects in Occidental Mindoro and the metro south.

Job Title: Legal Secretary

Reports to: Partner Lawyer, Senior Associate, or Office Administrator

Job Summary: The Legal Secretary provides comprehensive administrative and secretarial support to assigned attorneys, ensuring the smooth and efficient management of their daily tasks, schedules, and legal documents. This role requires a strong understanding of legal terminology and procedures, exceptional organizational skills, and a commitment to confidentiality.

Key Responsibilities:

• Administrative Support:

  • Manages attorneys' calendars, schedules meetings, appointments, conferences, and teleconferences.

  • Arranges travel itineraries, including bookings, visa requirements, and travel-related payments.

  • Screens and handles incoming calls, takes messages, and directs inquiries appropriately.

  • Manages and organizes emails, ensuring proper filing and timely response.

  • Maintains and updates client contact databases.

  • Handles general office administration tasks, including ordering and managing office supplies.

  • Prepares expense reports and tracks billable time and reimbursable expenses.

• Document Preparation and Management:

  • Drafts, formats, types, transcribes, revises, and edits various legal documents, including pleadings, motions, subpoenas, contracts, depositions, testimonies, letters, memos, and reports.

  • Ensures accuracy and adherence to legal protocols, court rules, and firm style guides.

  • Organizes, scans, copies, faxes, and files legal documents, maintaining both physical and digital filing systems.

  • Assists in compiling and collating annexes for pleadings and other court submissions.

  • Monitors and reviews court dockets to ensure timely filing of required documents.

• Communication and Client Interaction:

  • Acts as the first point of contact for clients, colleagues, and other professionals, greeting them in person or on the telephone.

  • Communicates on behalf of attorneys, obtaining information and following up on delegated assignments.

  • Maintains client confidence by upholding strict confidentiality of client/attorney information.

  • Coordinates with court personnel, couriers, expert witnesses, and other parties as needed.

• Legal Research and Case Assistance:

  • Conducts basic legal research on relevant statutes, rulings, and precedents as directed by attorneys.

  • Assists in gathering, compiling, and analyzing information pertinent to legal cases.

  • Supports attorneys with trial preparation, including document organization and evidence collection.

  • May assist in the initial screening of prospective clients.

• Compliance and Ethical Conduct:

  • Ensures compliance with legal office procedures and court requirements.

  • Adheres to the same code of ethics as lawyers, including maintaining the highest level of discretion and integrity regarding confidential information.

Qualifications and Skills:

• Education:

  • Bachelor's degree in Business Administration, Political Science, Liberal Arts, Legal Management, Paralegal Studies, or other allied courses.

  • Law students or fresh graduates are often encouraged to apply, especially for entry-level positions.

• Experience:

  • Minimum of 1-3 years of experience as a Legal Secretary, Administrative Assistant, or in a similar role within a law firm or legal department is generally preferred.

  • Experience with legal documents and filings is a significant advantage.

• Technical Skills:

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.

  • Familiarity with case management software and legal databases is a plus.

  • Strong typing and transcription skills.

• Soft Skills:

  • Excellent written and oral communication skills (both English and Filipino).

  • Strong attention to detail and accuracy.

  • Exceptional organizational and time management skills, with the ability to prioritize and manage multiple tasks effectively under pressure.

  • High level of integrity, discretion, and professionalism.

  • Strong interpersonal skills for effective communication with clients, colleagues, and external parties.

  • Proactive and engaged in personal development.

  • Ability to work independently and as part of a team.

  • Good judgment and problem-solving abilities.

  • Adaptability and flexibility in a fast-paced environment.