Secretary, Secretarial Hub
DLA PiperShanghaiUpdate time: August 26,2019
Job Description
THE OPPORTUNITY
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
ABOUT YOU
- 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
ABOUT US
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.
OUR VALUES
In everything we do connected with our People, our Clients and our Communities, we live by these values:
- Be Supportive - we care about others, value diversity and act thoughtfully
- Be Collaborative - we give, we share and we join in
- Be Bold - we stand tall and challenge ourselves to think big
- Be Exceptional - we exceed standards and expectations
DIVERSITY AND INCLUSION
At DLA Piper we are working hard to ensure that our talent pool is diverse. For us, diversity isn't just about visible differences, it's the unique blend of talents, skills, experiences and perspectives that makes each of us an individual.
We know it's crucial to have a culture and environment where those differences are genuinely valued and that's why we strive to be a business where everyone can thrive, develop and succeed based on their talent. Our aim is to build an inclusive and supportive culture where all our people feel they belong and can achieve their best.
PRE-ENGAGEMENT SCREENING
In the event that we make an offer to you, and where local legislation permits, we may conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and references from previous employers.
Primary Location: China-Shanghai
Job: Secretarial
Schedule: Full-time
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