Job Description & Summary

A career in Administration and Secretarial Services, within Internal Firm Services, will give you with the opportunity to provide administrative support to PwC employees. You’ll focus on using business software applications to prepare reports, receiving and directing incoming calls or emails to the appropriate parties, arranging business travel, tracking expenses, and coordinating meeting arrangements.

1. General Secretarial Work

• Receive telephone calls. Take message while Partners or fee earners are not available or out of office, ensure follow-up.

  接转办公室电话。当所负责的合伙人或律师电话占线或者外出时，帮助接听电话并留言。

• Set up auto out of office reply in Partners or fee earner’s mail box and voice mail upon request during their out of office period.

  根据合伙人或律师要求，秘书需协助设置合伙人或律师外出时的邮箱及语音自动回复。

• Carry out all ad-hoc photo-copying, printing, binding and other administrative work upon Partner or fee earner’s request. Format and type wide variety of correspondence (word/excel/ppt etc.)

  根据合伙人或律师要求进行文件复印、打印、装订、调整文件格式(word/excel/ppt 等)。

• Provide standard internal and external mailing service to Partners or fee earners upon request.

  帮助合伙人或律师进行内部外部（业务相关）邮件的收寄。

• Prepare expenses claims for Partners and fee earners in due course.

  及时帮助合伙人及所负责律师关于业务及所务报销费用。

• Arrange business trips via office booking procedures, book air ticket, accommodation and make transportation arrangement for Partners and fee earners.

  通过办公室商旅预定系统做好合伙人及律师商旅机票、住宿及其他安排。

• Update routine work reports to management team, such as but not limited to administrative adjustment of specialisation groups, weekly utilisation report, weekly capacity forecast report, etc. following staff in & out, rotation updates notified by HR.

根据HR发出的人员变动通知并及时更新相关工作报表，包括但不仅限于业务组的行***动，业务组utilisation周报告及周工作忙闲报告等。

• Provide back-up service for other secretaries who are on leave or overloaded with work.

  当互为back-up的秘书休假或者工作繁忙时，提供帮助。

• Provide local secretarial support to visiting Partners or travellers as required.

  为外地合伙人或同事出差到本地提供秘书工作支持。

2. Meeting support

• Book meeting rooms, make sure all required facilitates (conference call machine, VC & Webex etc.) are set up in advance. Arrange internal and external (client) meetings, audio-conferencing, video-conferencing.

  安排合伙人或律师的内部及客户会议(包括但不仅限于电话会议、VC & Webex会议等)，确保会议设施提前准备好。

• Prepare material/documents for meetings in advance (print/copy/binding). Order food and beverages or cars if requested.

提前准备好会议所需的文件及材料（复印/打印/装订），帮助准备会议所需要的餐饮及车辆安排。

3. DMS maintenance

• Understand office filing system (DMS), set up the workspace and assist the fee earning team to search relevant documents/correspondence.

  了解并使用办公室文件存档系统（DMS），为客户建立DMS文件夹并协助合伙人及律师在DMS中查找相关业务文件。

• In charge secretary (rotate every three months) provides support to Legal L&D Champion and HR to coordinate firm training logistics, includes but not limited to the confirmation of training time, venue, VC, Webex and meal booking. To coordinate with facilitators on necessary basis. Record training through Webex and save the training record in DMS.

  支持负责律所学***任及HR的培训工作，负责秘书为律所内部培训提供支持服务，包括但不仅限于预定培训场地，确认讲师及参会者时间，确认视频通讯，Webex等会议信息预定好并准确无误，预定培训所需的餐点。和讲师进行必要沟通。做好培训视频或音频的录制工作并负责上传保存在DMS系统中。

4. Finance Support

• Input and submit (or remind) timesheet for Partners and remind support fee earners to submit timesheet on daily basis;

  帮助合伙人填写并提交工作小时、提醒其他律师每日提交工作小时。

• Fill in the expense/advance/payment forms with all required information, such as, client code & job code & amount & approval for client expense.

  帮助填写对外付款表格，包括案号、付款信息等。

• Follow up on engagement letter signing status with fee earners, keep full record and make sure that Finance Department will receive the original engagement letter on time.

  跟进合同签署的进展，保存最终的完整合同文档，确保合同签署后及时将原件交至财务部保存。

• Check the status with the Finance Department for reimbursement, payment, and debt collection upon Partners and fee earner’s request.

  根据律师指示，与财务人员核对合伙人及律师报销信息及进度,以及对外收付款情况。

• Go through WIP list with PIC & MIC once every month, highlight WIP over 3 months, draft the bills for PIC & MIC review and submit to Finance Department. Also make sure the non-billable time will be cleared off on time so that the WIP balance can reflect the actual status.

每月壹次与PIC & MIC回顾未出账单列表。根据PIC & MIC要求制作账单并提交合伙人审阅，之后交由财务操作。同时确保及时清理已确认无法再和客户收费的工作小时。

• Based on the monthly unpaid bills report provided by Finance Department twice every month，to remind PIC & MIC to chase up with the client /internal firms for unpaid bills more than 3 months. Send VAT fapiao to the client upon client’s request.

  根据财务人员每月两次提供的应收账款报告，提醒PIC & MIC尽快跟进超期两个月以上的未付账单。如客户要求我方提供增值税发票， 请协调财务开具，尽快送达客户。

• Make sure the chargeable disbursement is billed or accrue on time. Remind PIC & MIC for unbilled disbursement over 3 months.

  确保成本费用及时开入账单。与PIC & MIC核对账龄三个月以上的成本费。

• Help Finance Department to update the status of WIP, unpaid bill and unbilled disbursement.

  协助财务更新未开账单小时， 应收账款和未开账单成本费情况。

5. BU Support

• Collect updated bio (if necessary) from Partners or fee earners and send to BD & HR every 6 months (usually at the end of Dec or Jun). Secretaries will remind responsible Partners or fee earners one week in advance.

  每半年(12月底及6月底)协助合伙人及律师更新简历，并发送给BD及HR相关人员。秘书们需提前一周提醒合伙人及律师更新简历（如有需要）。

• Help BD team compile all BD efforts which your responsible Partner or fee earners participated within the month, including but not limited to summit, conference, seminar and speech etc. Required information contains date, location, and theme so on so forth. Secretaries will be reminded one week ahead.

  每月底帮助BD团队收集所负责合伙人及律师所参加的各种内，外部活动，例如峰会，论坛， 会议及演讲等。采集信息包括时间，地点，内容，参与方式等。 秘书会提前一周收到提醒。

• For BD calendar purpose, secretary is required to inform BD team simultaneously for any events or activities (internally and externally) Partner and fee earners are participating.

  秘书需及时将合伙人及律师参加的内外部活动通知BD团队，以编制活动日历。

• Provide secretarial support to BD team for necessary events, includes but not limited to Happy Hour.

  协助BD团队安排各类内、外部活动，包括但不仅限于Happy hour。

• Help Partner and fee earner to report and compile all credentials with designated format upon the request every month.

  如合伙人或律师有需要，每月帮助收集并填写credential 的所有信息。

6. Others

• Secretary shall have high standard of work ethics to keep sensitive information he/she might have access to during work in strict confidentiality.

秘书在工作中接触到的机密信息需严格保密。

• Provide secretarial support to firm activities, includes but not limited to outing, annual dinner, etc.

为律所活动提供支持，包括但不仅限于团队建设、年会等。

• Other matters assigned by the Office Manager.

  OM交办的其他行政事宜。

Requirement:

• Bachelor graduate;
• Minimumfive years' secretarial experience in a multi-national company, law firm experience preferred;
• Proficiency in oral and written English;
• Good communication skills;
• Computer literate, including MS Word, MS Excel and MS PowerPoint;
• Ability to communicate with senior clients and their assistants / secretaries; and
• Professional attitude and ability to work in an external client-facing environment.