Secretary - Secretarial Hub, Shanghai
DLA PiperShanghaiUpdate time: May 19,2019
Job Description
Secretaries works together within the Secretarial Hubs to provide high quality, routine secretarial support to fee earners across one or more practice groups.
The Secretary we are now looking for is a junior role who will start from the easy tasks.
MAIN DUTIES AND RESPONSIBILITIES:
Basic tasks:
- Photocopying, Faxing, Scanning and Binding.
- Printing any emails that require filing on appropriate files in a timely manner
- Close and archive files and matters (as per archiving guidelines/policy).
- Filing of relevant paperwork including correspondence, email print outs, research material and financial receipts on a daily basis.
- Working with authors to organise files in a practical and easy-to -use manner.
- Maintaining up to date client records in Elite, front of file matter contact sheets and Outlook/Interaction Contacts, including client contact details, client specific requests in relation to billing and bill formats.
- Answer telephones and handle all calls in a professional manner.
- Arranging conference calls.
- Make appointments for fee earners as requested, (eg room booking, catering, etc.).
- Attending team and office meeting.
- Arrange travel bookings, including flights, taxis, accommodation and rental cars
- Other requested secretarial duties.
Tasks require advanced skills and experience:
- Draft, create and edit documentation, in line with the house style guide.
- Accurate and timely entry of data to open and maintain clients and matters, including performing conflict searches. Adherence to firm matter opening policy and procedures.
- Accurately produce billing reports and draft bills in a timely manner. Work with fee earners to ensure bills are accurate and meet needs of clients.
- Release and post all final bills. Organise billing letters where necessary.
- Enter and process all invoices and reimbursements for payment in a timely manner.
- Organising and assisting with client functions.
SKILLS AND ATTRIBUTES:
- Excellent communication skills in English and Chinese
- Intermediate knowledge of Microsoft Outlook, Word, Powerpoint and Excel is essential
- Ability to build rapport and develop professional relationships internally and externally
- Ability to work effectively with others
- High level of resilience
- Good problem solving skills
- High level of attention to detail and diligence
- Flexible and adaptable
- Good time management and organisational skills
- Proactive and seeks to add further value to stakeholders
THE FIRM
DLA Piper is a global law firm with lawyers located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific. Our global reach ensures that we can help businesses with their legal needs anywhere in the world.
We strive to be the leading global business law firm by delivering quality, service excellence and value to our clients and offering practical and innovative legal solutions to help them succeed. Our clients range from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies, as well as government and public sector bodies.
We are committed to attracting, developing and retaining the best people across all of our practice and business services groups, and our continued success relies on our ability to provide an inclusive and motivating environment where everyone has a role to play in achieving our goal to be the leading business law firm.
We offer exceptional career opportunities to our lawyers, aspiring graduates, and business services professionals in a truly challenging and rewarding environment.
Primary Location: China-Shanghai
Job: Secretarial
Schedule: Full-time
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