Overview
Legal Secretary Jobs in Tokyo, Tokyo, Japan at Linklaters Asia
Title: Legal Secretary
Company: Linklaters Asia
Location: Tokyo, Tokyo, Japan
You will be responsible to engage to business as a member of the Secretarial Services Team, take part in creating a service culture within the team and ensuring that the intake, prioritisation and delivery of work meets the needs and expectations of the fee-earners and the Secretarial Services Manager and the team Leader of your group. You will use your knowledge of the service and your internal relationships to resolve issues quickly and effectively. You are expected to contribute to collaboration and team working not only within the secretarial group but also within the office.
To join our future-focused, always approachable team, you will need:
Teamwork
The ability and determination to go further to help your team achieve success, by demonstrating a proactive, flexible, enthusiastic, can-do approach to your work.
Communication Skills
Strong communication skills are a must. You should be approachable and flexible with an ability to communicate with internal and external clients.
Organisation Skills
Given the nature of our work, the ability to maintain high levels of accuracy and confidentiality whilst working under pressure and meeting tight deadlines is a prerequisite.
Technical Expertise
You will be an expert user of the IT platform to identify and escalate platform issues to the IT team.
You will be responsible for running regular as well as generating bespoke reports. It will be essential for you to develop effective working relationships with the IT team to deliver complex reports when needed.
You will work with your colleagues to help shape future platform enhancements.
Role as a Secretary – Legal Secretary
Document Production
Confidently using the full Microsoft Suite to produce documents, pitches, presentations and spreadsheets, adding graphics and animations where required and ensuring all documents are filed using the firm’s document management system. Along with general administrative tasks such as preparing documents for execution, proofreading, photocopying, scanning, filing and processing PDFs. You will also be experienced in typing from both verbal and digital dictation.
Expert Support
You will be working for a varied client group and the administrative tasks you undertake will ensure they deliver the best-in-class support our clients expect. You will manage confidential data, make bookings and prepare materials for events and away days, arrange for translations, provide assistance with diary and email management and administer expenses and invoices. You will also help co-ordinate international and domestic travel arrangements.
Internal Systems and Materials
You will take a co-ordination role in setting up internal sites and Wiki pages as well as maintaining lawyer CVs on Linklaters.com. You will be responsible for ensuring these are kept up to date and are user friendly. You will work with and actively update our internal systems such as Client Book and Matter Explorer and assist with amending K&L materials.
Matter Management
Taking full responsibility for the administration of matter management, to include opening matters and completing the checklist, preparing the matter correspondence, reporting on successful and unsuccessful quotes and keeping clients up to date within regular fee reporting.
You will support the billing process, undertaking specific tasks as part of this process e.g. producing detailed narratives/reports according to the clients’ needs.
Other
Any other tasks that are requested by the Secretarial Services Manager, Team Leader(s) or Secretarial Partner in relation to projects or initiatives within the office.
Technical Skills
This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.
