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Administrative Assistant (Legal Secretary)

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Baker McKenzie

9d ago

  • Job
    Full-time
    Junior Level
  • Government & Politics
    People, HR & Administration
  • Manila

AI generated summary

  • You must have a bachelor’s degree, 2 years of admin experience, excellent communication skills, problem-solving abilities, proficiency in MS software, and the ability to multitask under pressure.
  • You will handle conflict searches, prepare engagement letters, manage correspondence, arrange travel, schedule meetings, process expenses, and support lawyers with various administrative tasks.

Requirements

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

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.

FAQs

What is the work arrangement for the Administrative Assistant position?

The work arrangement is on-site for 5 days a week.

What educational background is required for the role?

A Bachelor's degree in Business Administration, Political Science, or Liberal Arts is required.

How many years of experience are necessary for this position?

At least two (2) years of work experience performing secretarial or administrative work is required.

What skills are essential for this role?

Essential skills include excellent customer service orientation, effective communication both orally and in writing, good judgment, emotional intelligence, critical thinking, problem-solving skills, and proficiency in Microsoft software such as Word, Excel, and Outlook.

What major duties does the Administrative Assistant perform?

Major duties include conducting conflict searches, preparing engagement letters, drafting forms, organizing meetings, managing travel arrangements, and filing pleadings.

Are there benefits provided to employees in this position?

Yes, benefits include a monthly allowance, sick leave credits, vacation leave upon regularization, health and life insurance, medicine reimbursement, and uniforms based on office policy.

What type of work environment does Quisumbing Torres provide?

Quisumbing Torres offers a fast-paced and collaborative work environment, supporting top multinational and domestic companies with legal services.

Is there a focus on personal development within the role?

Yes, candidates should be proactive and engaged in personal development, both for themselves and others across their network.

Will the Administrative Assistant be required to handle travel arrangements?

Yes, the Administrative Assistant will handle travel arrangements for lawyers, including bookings and visa requirements.

What kind of legal areas does Quisumbing Torres focus on?

The firm focuses on various legal areas including Banking & Finance, Corporate & Commercial, Dispute Resolution, Employment, Immigration, Intellectual Property, and Tax, among others.

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Baker McKenzie

Law
Industry
10,001+
Employees

Mission & Purpose

Integrated legal solutions to complex business challenges. The global business community is more interconnected than ever before. Opportunities and risks spill across different markets, sectors and areas of law. A connected perspective is essential in delivering business objectives while mitigating risk. Our integrated client solutions provide seamless advice underpinned by deep practice, sector expertise, and first-rate local market knowledge. Armed with Baker McKenzie's insight and foresight, business leaders can feel confident driving sustainable – and inclusive growth.