Legal Secretary

Practice Group / Department: Corporate, M&A And Securities - Singapore

Job Description

Norton Rose Fulbright is a global law firm with more than 3,000 lawyers advising clients across locations in the United States, Europe, Canada, Latin America, Asia, Australia, Africa and the Middle East. We provide a full scope of legal services to the world’s preeminent corporations and financial institutions.

Our vision is to be a world class business, profitable, ambitious, cooperative and considerate, supporting our clients and people through our global business principles of Quality, Unity and Integrity.

With over 7,000 employees worldwide, our culture is the thread that connects us. Our strategy and culture are closed connected – defined by shared ambition, global collaboration and a one-team mindset. We believe pioneering work happens when people are empowered to think beyond boundaries, explore new opportunities and grow through diverse experiences. Alongside the right skills and experience, we are looking for people who are innovative, commercially minded, and motivated by the impact of the work they do – ready to share in our ambition and help shape what comes next.

Because while individuals can do well, together we achieve something extraordinary.

Summary

To work as part of a highly motivated secretarial team to provide professional, proactive, high level secretarial support to an allocated group of fee earners and to the wider fee earning team.

Skills and Experience required

• Strong administrative and organisational skills.

• Ability to manage competing priorities, work independently, and adapt to changing demands in a fast-paced environment.

• Excellent verbal and written communication skills.

• Strong document production and word processing skills.

• Proficient in Microsoft Office applications, including Word, PowerPoint and Excel.

• Ability to work collaboratively within a close-knit team and provide support across practice groups.

• High level of attention to detail, accuracy and professionalism.

Key Responsibilities

Administrative and Organisational

• Manage diaries, schedules, meetings, conferences, client calls, and related logistics for assigned fee earners.

• Prepare meeting materials, distribute invitations, and follow up on action items.

• Managing complex travel arrangements, including preparing itineraries, booking flights and accommodation, and coordinating changes at short notice.

• Making restaurant and hospitality bookings as required.

• Processing ChromeRiver expense claims and medical reimbursement submissions.

• Maintaining and updating client and contact information in InterAction.

• Provide general administrative support, including document handling, reception cover, and assistance with business development activities and events, when required.

• Support fee earners across a broad range of practice-related activities and undertake other duties as required.

Finance and matter management

• Prepare and manage invoices, including reviewing billing narratives, updating billing arrangements, ensuring correct billing rates, and distributing final invoices.

• Administer matter-related processes, including Intapp requests, running WIP reports, matter opening and closing, billing party maintenance, and ensuring all disbursements are captured before billing.

• Liaising with clients, counsel and internal stakeholders regarding billing and collections.

• Preparing first drafts of engagement letters and related matter documentation.

Technical

• Producing, amending, formatting and proofreading legal and transactional documents.

• Collating signature pages and coordinating the execution of transaction documents.

• Preparing transaction bibles, closing sets and other transaction-related documentation.

• Drafting and maintaining legal documents, precedents and standard form agreements as required.

• Creating and updating PowerPoint presentations for client pitches, tenders and business development initiatives.

• Updating fee earners' biographies, credentials and website profiles.

• Conducting ACRA and LawNet searches, managing e-filings, and assisting with corporate, regulatory and transactional filings, including stamp duty matters and related submissions.

• Obtaining corporate, vessel and other regulatory records and searches as required.

• Running conflict checks and assisting with compliance-related processes and queries.

• Preparing engagement letters, supporting matter inception requirements and maintaining client records and monitoring lists.

• Supporting other members of the secretarial team and providing cover as required.

Diversity, Equity and Inclusion

To attract the best people, we strive to create a diverse and inclusive environment where everyone can bring their whole selves to work, have a sense of belonging, and realize their full career potential. 

Our new enabled work model allows our people to have more flexibility in the way they choose to work from both the office and a remote location, while continuing to deliver the highest standards of service. We offer a range of family friendly and inclusive employment policies and provide access to programmes and services aimed at nurturing our people’s health and overall wellbeing. Find more about Diversity, Equity and Inclusion here.

We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams. We strive to create an inclusive and accessible recruitment process for all candidates. If you require any tailored adjustments or accommodations, please let us know here.