Legal Secretary - Family

Withers

Job title:          Legal Secretary - Family

Reporting:      Office Manager

Location:         Hong Kong

About Withers HK Professional Services Limited

In 2008, Withers established its Hong Kong office to offer on-the-ground support in Asia for the firm’s international client base. Today, its multinational team of lawyers and legal professionals offers one of the most comprehensive arrays of client services across various major jurisdictions. Withers is also able to put together a cross-disciplinary team of advisers with the relevant experience and expertise for complex, cross-border transactions in the region. Its team understands both domestic and international issues and how different legal regimes interact and impact each other.

What are we looking for?

We are looking for an experienced and efficient individual to provide secretarial, billing support and document production services to the Division. 

The ideal candidate will be highly technically capable, have a flexible working mind-set and possess excellent communication skills.  This position requires someone who is comfortable using their initiatives, is a strong team player and requires minimal supervision to produce quality support to the Division.

Areas of focus and responsibilities

Finance and Billing

•     Requires coordination between Master Supervisors (MSs), Bill Executives (BEs), paralegals, and clients
•     Produce proforma bills and billing guides.
•     Handle monthly billing, including:
•     Transfer of time entries and/or disbursement claims for office or charge to matter.
•     Invoicing matters and setting up auto-dispatch (where applicable).
•     Email bills to clients with attachments.
•     Edit time entries for fee earners and update narratives.
•     Collate matter-related expenses/receipts from the system, convert to PDF, and resave for billing purposes.
•     Write off time and disbursements for WIP when required.
•     Process reimbursements as needed.
•     Check with Accounts for clients’ incoming funds, follow up on incoming cheques, and send to Accounts.

Client and Counsel Communication

•     Respond to clients and counsel promptly.
•     Send emails for meeting arrangements and confirm receipt of funds (if not auto-dispatched).

Calendar and Scheduling

•     Remind fee earners of important appointments.
•     Enter key dates into the system accurately.

Document Preparation and File management

•     Open, Close and sometimes Re-Open of client matter files for Family matters
•     Facilitate Conflict Check and KYC process
•     Management of client database (w/o direct interaction with clients) for both Family and L&A
•     Retrieval of physical client matter files from storage cabinets / off site for Family matters
•     Assist in editing legal documents and preparing court proceedings, documentation and bundles (including draft index, production of the entire bundle, update amendment, printing etc.)
•     Provide administrative support to fee earners as and when needed
•     Arranging courier to deliver documents i.e. SF Express, FedEx etc.
•     Shredding large documents
•     Circulate all the faxes
•     Save all the documents from client into filesite
•     Land Search / Company Search
•     Edit legal documents and prepare court proceedings, documentation, and bundles (including draft indexing and amendments).
•     Prepare templates for correspondence and documents (e.g., affirmations, exhibits, petitions).
•     Draft engagement letters and first meeting letters.

Administrative

•     Large documents production (greater than 50 pages, e.g. photocopying, binding, scanning, faxing, printing)
•     Assist with ad-hoc administrative duties
•     Keep record for "Keep in Safe"

Liaison and Coordination

•     Liaise directly with IT, DPC, BD and Accounts to resolve issues (e.g., arrange refunds, document typing, prepare for BD events and campaigns).

Database and System Updates

•     Update InterAction and maintain accurate records.

Team Support

•     Provide coverage for other secretaries during leave periods.

Technical skills and qualifications

• Form 5 or above and ideally hold a secretarial diploma
•     Minimum 2 years’ legal experience  
•     Computer literacy a must
•     Excellent command of English, Chinese and Mandarin
•     Strong interpersonal skills and pleasant personality
•     Being able to work in a team

About Withers 

A law firm focused on people, performance, and collaboration.

For the past 130 years, we have supported some of the world’s most remarkable people and organizations at defining moments in their lives.

We are united in our commitment to integrity, quality and collaboration. We have a culture of high performance and deliver excellent service consistently across the firm. We provide tailored solutions built on trust and partner with our clients to achieve their goals.

Many of our clients are shaping the future and creating solutions to tackle many of the world’s problems. It makes for a fascinating and challenging practice.

Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, buying a home or protecting and defending their interests.

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. And we are agile – focusing on strategy rather than rigid ideas and traditional hierarchy.

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

Information for Recruitment Agencies

Withers endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withers operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement 

It is the policy of Withers to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.                     

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