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Administrative Assistant

59 minutes ago

Manila, National Capital Region, Philippines Baker & McKenzie Full time

Work Arrangement - On Site 5 days a week

Education

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

Skills / Competencies Required

  • At least two (2) years of work experience performing secretarial or administrative work
  • With fundamental knowledge of office administration or secretarial management
  • With excellent customer service orientation
  • Able to communicate effectively (both oral and written
  • Applies good judgment
  • Emotionally intelligent who can build relationships both internally and externally
  • Able to think critically and has outstanding problem-solving skills
  • Proactive and engaged in personal development (of themselves and others across their network)
  • 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

Major Duties and Responsibilities

  • Conducts, evaluate and summarize Conflicts Search. If with conflict, prepares clearance request and send it to the partner for review.
  • Prepares Engagement/Assignment Letter.
  • Draft Manila Intake Form (MIF) application form for partner's review.
  • Prepares and reviews Partner Activation and Office Submit (Intapp Open).
  • Prepares Matter Name Change if needed or as requested by the partner.
  • Update/Upload signed Engagement Letter at Intapp Open once they received the signed letter from the client.
  • Prepares Powerpoint Presentations as requested by the lawyers.
  • Receives and sorts all incoming pleadings, filed pleadings, letters, memos, reports and other correspondences from different B&M offices and/or clients for information, review and approval of lawyers.
  • Encodes/ prepares/ prints/ scans / proofreads documents and correspondences.
  • Monitors, screens all visitors and incoming/ outgoing calls and mails.
  • Handles travel arrangements of lawyers including bookings, visa requirements, passport renewal and travel-related requests for payment.
  • Arranges for appointments, meetings and teleconferences of lawyers.
  • 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.
  • Prepares expense reports/medical reimbursement for lawyers.
  • Assists lawyers for files needed from the Central Files and Library needs. Files documents in satellite files when needed.
  • Prepares DRCP, messengers' dispatch slips, courier request forms.
  • Files pleadings in various courts. Organize case folders, collates, and reproduces annexes for pleadings. (Depending on PG Requirement)
  • Replenishes and ensures adequate amount of office supplies.
  • Prepares payment requisition for lawyers' club memberships, conferences/ seminars, etc.
  • Handles payment of lawyers' personal bills, makes deposits to and withdrawals from lawyers' bank accounts and does other errands for lawyers.
  • Update QT contacts database of the lawyers being supported.
  • A strategic liaison working with fellow PBS colleagues including End to End (E2E) services teams, in market colleagues and specialist teams who deliver services for the execution of tasks
  • Coordinates, prioritizes and delivers work across service teams within tight deadlines
  • Commercially aware, proactive and has a service-focused approach
  • Skillful in new technology such as iManage, BCI, ServiceNow, Intapp, etc.
  • Performs other related duties as may be assigned from time to time.