Int’l. Law Firm- Executive Assistant to Partner(Up to 50K)

Job title: Int’l. Law Firm- Executive Assistant to Partner(Up to 50K)

Company: Robert Half


Job description: Job Description:The CompanyOur client is a prominent international law firm with nearly 200 years of history. With over 1,000 professionals, including more than 200 partners, the firm operates across approximately 10 global offices. Known for its client-centric approach, it specializes in various practice areas such as private wealth, corporate law, and dispute resolution. The firm excels in providing pragmatic legal solutions, leveraging deep local insights and a robust international network to meet the diverse needs of its clients.The Role1) Administrative ResponsibilitiesDiary Management:

• Proactively manage and control fee earners’ diaries, utilizing discretion and business knowledge to prioritize commitments.
• Arrange appointments, conferences, and meetings across various time zones and offices using diverse IT processes (video conferencing, teleconferencing, client office software).

File Management:

• Develop and maintain a robust file management system for electronic and hard copy correspondence, ensuring adherence to naming conventions.
• Conduct regular file reviews and close finished matters when appropriate.

Meeting Preparation

• Prepare for meetings by organizing pre-reading documentation, coordinating meeting actions, and ensuring proper follow-up communications.

Travel Coordination

• Arrange extensive travel logistics including liaising with travel companies, booking travel and accommodation, arranging visas, preparing itineraries, and ensuring compliance with the firm’s Travel Policy.

General Administrative Tasks

• Coordinate photocopying, printing, scanning, organizing post, and courier services.
• Ensure partner Performance Development and Review (PDPR) records are up to date.

2) Client Relationship Management
Relationship Building

• Build strong relationships with internal and external clients and their teams.

Marketing Support

• Assist lawyers in marketing activities by researching client information and participating in the preparation of pitches and presentations.

Business Development Assistance

• Support the internal business development team by managing event secretary roles, e-alert processes, legal directory administration, and delegating tasks effectively.

Client Relationship Management System

• Proactively maintain and update the client relationship management system to ensure timely follow-ups.

Team Collaboration

• Attend team meetings to contribute ideas and detail action points as necessary.

3) Financial Responsibilities
Onboarding Processes

• Ensure accurate completion of new client/matter onboarding processes while adhering to risk and compliance requirements.

Matter Review

• Produce and review weekly Intapp new matter reports to clear matters for billing.

Compliance Documentation

• Coordinate the production of accurate compliance documents such as engagement letters and collection proformas.

WIP Management

• Actively participate in WIP (Work In Progress) and credit control meetings; produce WIP reports identifying matters for billing, write-offs, debtors, and client credits.

Billing Processes

• Manage partners’ billing processes including agreeing on billing dates, gathering disbursements, initiating prebills, completing billing checklists, and submitting prebills for approval.

Invoice Management

• Prepare covering emails/letters for invoices ensuring timely dispatch and upload into delivered bills.

Financial Queries

• Use Aderant to assist fee earners with financial queries and produce reports as needed.

4) Communication
Gatekeeping

• Act as a gatekeeper for fee earners by managing messages effectively.

Email & Post Management

• Use initiative to screen incoming emails and post during fee earners’ absence while developing systems for efficiency.

Document Drafting

• Draft high-quality correspondence including engagement letters, documents, agendas, presentations, and spreadsheets on behalf of fee earners.

5) Document & File Management
Document Production Delegation

• Delegate document production and dictation transcription to appropriate resources while checking returned work as needed.

iManage Compliance

• Actively file documents within iManage in accordance with naming conventions; manage original documents in the Records Management system prior to off-site storage.

6) Additional Responsibilities
Proactive Support

• Engage more extensively with fee earners to enhance their efficiency by identifying areas of responsibility for ownership.

Process Improvement

• Drive processes through delivery via appropriate workflows; identify areas for continuous improvement and implement solutions.

Mentorship & Knowledge Sharing

• Mentor junior team members; facilitate knowledge sharing within the peer group and wider team.

Stakeholder Support

• Provide support to additional stakeholders as required while maintaining strong knowledge of practice areas, key matters, business issues, and current topics.

Your Profile

• Degree holder
• 7-10 years of relevant experience
• Previous experience working in SOEs and native Mandarin proficiency are advantageous
• Commercial and financial acumen
• A thorough understanding of working in a professional, service driven environment and stakeholder/client/business confidentiality
• Confident and professional manner with the ability to build strong relationship with fee earners and clients
• Fully comfortable working in English and Chinese, both written and spoken

Apply Today
To apply online (Word attachment only), please click the ‘Apply’ button. Please note that only short-listed candidates will be contacted.Reference no.: 67010-0013158858By clicking ‘apply’, you give your express consent that Robert Half may use your personal information to process your job application and to contact you from time to time for future employment opportunities. For further information on how Robert Half processes your personal information and how to access and correct your information, please read the Robert Half privacy notice: https://www.roberthalf.com.hk/privacy-statement. Please do not submit any sensitive personal data to us in your resume (such as government ID numbers, ethnicity, gender, religion, marital status or trade union membership) as we do not collect your sensitive personal data at this time.

Expected salary: HKD40000 – 50000 per month

Location: Eastern District, Hong Kong

Job date: Thu, 06 Feb 2025 04:26:29 GMT

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