Position Summary
We are looking for a pro-active and hands-on Admin & Legal Support Executive who provides administrative, and secretarial support to the Firm. The role works closely with the Managing Partner, Partners, lawyers, and the Operations Manager to support the Firm's day-to-day operations, and legal support functions.
Key Responsibilities
• Support the Operations Manager with day-to-day operations of the office
• Assist with billing coordination and monthly billing processes including preparation of debit notes for review by Partners
• Coordinate with lawyers regarding time entries, disbursements, and billing information
• Monitor billing timelines and follow up internally to ensure timely issuance of invoices and debit notes
• Assist with tracking receivables, payment status, and client billing queries
• Support with onboarding logistics for new staff, including workspace setup, materials
• Coordinate with vendors and service providers regarding office supplies and BD-related materials
• Assist with invoices, expense tracking, and general finance/administrative coordination
• Maintain office systems, templates, databases, and internal processes up to date
• Provide ad hoc support to the Admin Team and assist with additional projects as required
• Assist with scheduling meetings, managing calendars, and coordinating internal appointments
• Prepare, format, and organise documents, correspondence, and internal reports as required
• Maintain filing systems and ensure proper record keeping for administrative and operational matters
• Assist with organising internal events, team activities, training sessions, and client functions
• Monitor office maintenance issues and liaise with building management where necessary
• Support compliance with internal administrative policies and procedures
• Assist with preparation and circulation of internal announcements, notices, and administrative communications
• Provide administrative support for
business development initiatives, seminars, and marketing activities where required
• Provide administrative and secretarial support to Partners and lawyers, including preparation, formatting, and filing of fee proposals, legal documents and correspondence
• Assist with billing support, matter administration, document management, and tracking key deadlines to support smooth operation of legal matters
• Undertake any other tasks assigned by the Managing Partner, Partners, or Operations Manager
• Bachelor's degree (in Business Administration, Finance, Law, or a related field with a strong academic record)
• At least 2-3 years' experience in administration, legal secretarial work, preferably within a law firm or professional services environment
• Experience with preparation of bills is an advantage
• Strong organisational and multitasking skills with attention to detail
• Excellent written and verbal communication skills in English
• Proficiency in Microsoft Office applications, including Word, PowerPoint, and Excel
• Ability to work independently, manage multiple deadlines, and maintain confidentiality
• Professional, proactive, and service-oriented attitude
What We Offer
• A dynamic and professional working environment within an international law firm, offering exposure to a broad range of operational, administrative, and legal support work
• Opportunities to work closely with Partners, lawyers, and business teams, with hands-on involvement in office operations, billing processes, and client-related matters
• A collaborative and supportive team culture with opportunities for professional development, growth, and long-term career progression
• A dynamic and collaborative working environment
• Competitive salary and benefits (private health insurance)
