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Legal Secretary and Administrative Support

Location: Central, Hong Kong

Goodwin Secretaries support a team of fast-paced Business Law lawyers in a busy, exciting environment. The ideal candidate is highly client service oriented and provides quality and efficient legal secretarial and administrative support to a team of partners, associates, international legal consultants and paralegals.

What you will do:

Client Service: Answers telephone calls and takes accurate and complete messages, gives information to callers, refers to others, or holds for team members. Provides relevant and timely information to clients and team members in a professional, courteous, and effective manner.

Document Preparation: Prepares accurate, error-free, and properly formatted legal papers and correspondence, often times under acute time pressure. Works with all types of documents such as correspondence, reports, records, forms, minutes of meetings, technical material, numerical data, and tabular information from rough draft, corrected copy, or previous version. Proofreads and edits documents for grammar, spelling, punctuation, and format. Files documents and emails in the Firm’s electronic document software. 

Time Entry/Billing/Expenses: Inputs team members’ time entries on a daily basis. Opens new client and/or matter numbers; performs conflict checks; demands prebill selection of monthly bills for matter-partner review; makes appropriate transfers, write-offs, and corrections; applies retainers on account fees, and on account disbursements for third-party billings; handles special billing requests from clients, i.e., travel detail, special billing formats; copies, mails and forwards copies of finalised bills to Accounting Department; maintains billing files; receives, copies, files and submits client cheques to Accounting Department; prepares client audit reports; acts as liaison with Accounting Department on past due receivables. Submits all expenses for team members on a timely basis according to the Firm policy.

Scheduling: Schedules appointments, including meetings and conferences for team members. Sets up Zoom / Conference Call facilities or reserves conference room(s) for meetings; arranges for special equipment, and coordinates catering services. Arranges travel schedule and reservations for team members.

Mail: Reviews, prioritises, and routes incoming mail. Prepares outgoing mail and overnight packages. Coordinates couriers collections and deliveries.

Matter Opening: Assisting the matter-partner on the opening of all new client matters, to include liaising with the Compliance team in respect to completing the anti-money laundering and conflict checks.

Business Development: Supporting the team members on business development activities including the preparation of pitch documents. Responsibility for updating Rainmaker to ensure the contact list is up to date and business development activity is captured centrally.

Filing: Maintains current and orderly files according to Firm guidelines, including, but not limited to client files, chronological, administrative, materials for closings, court filings, and ongoing cases. Provides quick retrieval of information, general document control, and updates materials. Closes files and sends to storage following Firm policy.

This position is expected, on occasion, to back-up team members by providing secretarial and administrative support to other lawyers and office operation.

Who you are:

  • Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications.
  • Knowledge of billing and other CMS/DTE functions is a plus.
  • Positive attitude, with the ability to think objectively and work well independently as well as in a team.
  • Ability to work under deadlines, time pressures, and a generally high level of demand.
  • Exceptional organisational skills that reflect ability to seamlessly perform and prioritise multiple tasks with excellent attention to detail.
  • Strong interpersonal skills and the ability to build relationships with internal and external Partners, Attorneys, staff and clients.
  • The ability to communicate both orally and in written communications effectively and accurately.
  • Flexible to ad hoc duties and work additional hours occasionally when needed.
  • Educated to degree level or equivalent preferred, but not required.
  • Prior experience supporting a transactional practice is a plus.

Goodwin Procter LLP is an equal opportunity employer. This means that Goodwin Procter LLP considers applicants for employment, and makes employment decisions without unlawful discrimination on the basis of race, color, gender, gender identity or expression, age, religion, national origin, citizenship status, disability, medical condition, genetic information, marital status, sexual orientation, military or veteran status, or other legally protected status.

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