Secretary

Position Summary

The position is responsible for providing a range of secretarial and administrative support to lawyers (allocated authors) and collaborate with other secretaries and support staff within the team, while presenting King & Wood Mallesons in a highly professional manner to employees and external parties.

Key Accountabilities

• General administrative and secretarial support to allocated authors, including diary/ calendar management, travel arrangements, claiming expenses, sending faxes, scanning, mailing, photocopying and printing and any other admin tasks as requested

• Preparing, formatting and amending correspondence and documents (including translation work if applicable)

• Handling mails, emails, calls and voice messages and take responsibility for attending to urgent matters

• Matter management and maintaining a well organised records management system

• Provide billing assistance and prepare all bills according to the Firms billing guidelines

• Maintaining CPD Training records, seminars and courses enrolment for authors and arranging payments

• Covering authors when other secretaries are away and assist other secretarial staff within the practice team, group, or the firm

• Act as Secretary Team Coordinator on a rotation basis

• Any other tasks of a secretarial, administrative or organisational nature as required

Knowledge

• Process and delivery management, a commitment to the delivery of quality services in a timely manner

• Knowledge of Word and Excel, and Chinese Word processing

• Knowledge of administrative procedures and legal secretarial duties

• Knowledge of social media for client/authors communications

• 2 to 3 years of secretarial/personal assistant experience

• Business College Certificate, Diploma or above

Skills and Abilities

• Excellent organisational and administrative skills

• Fluent Mandarin and English

• Ability to maintain confidentiality, in regard to both the firms business and the privacy of their authors

• Positive, enthusiasm to learn, approachable and personable

• Good teamwork and interpersonal skills, particularly in terms of communicating with clients, the firms executive management team and other staff

• Ability to prioritise tasks and meet deadlines