Administrative Assistant

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.