Legal Secretary

Withers

Job title:           Legal Secretary

Reports to:      Partner / Office Manager

Location:          Tokyo, Japan

About us

Tokyo is the largest metropolitan economy in the world and is home to one of the highest concentrations of Fortune Global 500 company headquarters.

In Japan, we provide legal services through Withers Bengoshi Houjin and Withers Gaikokuhou Jimu Bengoshi Houjin. They are separate but affiliated entities of Withers and assist the firm’s clients with Japanese and cross-border legal matters. We have experienced teams of lawyers offering advice on real estate, projects and energy, regulatory, corporate M&A and tax. Our lawyers have more than 20 years of experience assisting the firm’s clients with structuring Japanese and cross-border investments in the Asia-Pacific region. This year, we will newly add dispute resolution capabilities to our Tokyo office.

Working with both domestic and international clients, the teams collaborate closely with colleagues across Withers’ global office network to provide integrated, real-time advice that addresses the complex and diverse needs of our clients.

Tokyo is also home to one of the largest number of US$ millionaire residents, and our lawyers have the expertise to provide private client advice, with Withers being the go-to firm for a number of private banks.

What are we looking for?

We are looking to recruit an experienced legal secretary to join our secretarial team. Our secretaries typically support partners, several other lawyers and paralegals. The role will at times be demanding and fast paced so you will need to be an efficient worker who is organized, meticulous, self-motivated, resourceful and can prioritise, multi-task and work effectively under pressure. You will also need to be an excellent communicator, a team player and have integrity to handle highly confidential information appropriately.

While we consider our secretaries to be part of one large team, we are currently looking for someone to support fee earners in our Litigation and Arbitration division.  Fluency in Japanese and English, both spoken and written, is essential.

Areas of focus and responsibilities

•     Coordinating the monthly billing process by producing bills using our finance and time recording systems and resolving account queries
•     Contributing to the practice group organisation by opening client and matter files, updating client management database, inputting time sheets for fee earners and producing reports as and when required
•     Monitoring key dates, court deadlines, hearing dates, filing deadlines and arbitration timetables, and ensuring fee earners are aware of upcoming commitments.
•     Providing administrative support in relation to court and arbitration proceedings, including document production, filing preparations and coordination of hearing logistics.
•     Assisting with the preparation, formatting, amendment, indexing, printing, filing and management of legal documents, court filings, hearing bundles, arbitration bundles and other dispute-related documentation.
•     Providing effective communication support to the fee earners and their clients
•     Providing seamless secretarial support (including day to day diary management, making travel arrangements, processing expenses, filing (both electronic and hard copy), scanning, photocopying, editing, formatting, Word, PDF, and PowerPoint processing and assisting in other administrative matters)
•     Word processing / typing and transcribing of audio / digital dictation, amending and formatting documents quickly and accurately.
•     Receiving and sorting incoming emails where required.
•     Updating job knowledge by focusing on personal skills development, participating in trainings and exploring opportunities to add value to job accomplishments.  

This list of duties and responsibilities is not exhaustive.  It is intended to describe the general content of, and requirements for the performance of this job, and as such, the role may also include the undertaking of additional tasks as required.

Qualifications

Experience in the legal sector is essential, preferably supporting litigation, arbitration, investigations or regulatory matters. Familiarity with court documentation, MINTS (Minji Saiban-syorui Denshi Teisyutu System), arbitration filings and dispute-related document management, as well as communication with court clerks, would be advantageous. Ideally you will have worked in a similar legal environment for a minimum of five years, with the ability to use your initiative to pick up unfamiliar work quickly and be proactive in anticipating the needs of the team.

The Essentials

•     Minimum 5 years as a secretary, assistant or similar role
•     Solid written and verbal communication skills in both Japanese and English
•     Proficiency in Microsoft Word, PDF, PowerPoint, Outlook and Excel
•     Commitment to accuracy and attention to details
•     Professional attitude (including maintenance of confidentiality)
•     Ability to be resourceful, proactive, and flexible whilst under pressure
•     Excellent organizational skills
•     Multitasking and time management skills, with the ability to prioritize tasks.  

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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