Legal Secretary

Purpose and Scope of the Job

To provide comprehensive administrative and secretarial support to the Legal Director and the Legal Department, ensuring efficient communication, proper documentation, and smooth daily operations. Under supervision, perform a variety of office support and/or secretarial duties for the department, such as composing and processing standard documents and correspondence, responding to routine inquiries, scheduling meetings and travel arrangements, processing forms, performing data entry, and maintaining organized records. Edit and proofread documents to ensure accuracy and compliance with internal standards. May also perform duties involving simple mathematical calculations.

Main Duties and Responsibilities/Performance Standards

• Performs a wide variety of typing assignments which are sometimes confidential in nature; operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials.
• Greets and directs visitors, as and when appropriate; resolve routine administrative problems and answers inquiries concerning activities and operations of department/division; accept, screen, and route telephone calls; maintain log of inquiries as required.
• Performs a range of staff and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters.
• Sorts, screens, and distributes incoming and outgoing mail; draft or prepare responses to routine inquiries; prepare photocopies and facsimiles and operate a variety of office equipment.
• Establishes, maintains, processes, and updates files, records, certificates, and/or other documents.
• Arrange meetings and conferences, schedule interviews and appointments, and perform other duties related to maintaining one or more individual schedules; make travel and lodging arrangements, either directly or through travel agencies.
• Prepares and records the minutes of meeting as assigned.
• Orders stock and distribute office supplies.
• Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities.
• Performs miscellaneous job-related duties as assigned.
• Responsible for preparing and updating the Legal Department trackers, including litigation updates and case status reports.
• Communicate and coordinate with external law firms and follow up on their assigned matters to ensure timely progress and reporting.
• Maintain and organize legal documents, contracts, agreements, and confidential records in both physical and electronic formats, ensuring easy retrieval and compliance with document retention policies.
• Coordinate with other departments, such as the Human Resources Department, to obtain the required documents, information, and approvals related to legal matters.
• Support the organization of internal legal awareness sessions or compliance-related training as required.
• Support the organization of internal legal awareness sessions or compliance-related training as required.

• Ability to maintain confidentiality of records and information. Ability to understand and follow specific instructions and procedures. Ability to maintain calendars and schedule appointments.
• Word processing and/or data entry skills and in the use of operating basic office equipment.
• Receptionist skills. Organizing and coordinating skills.
• Ability to communicate effectively, both orally and in writing. Ability to create, compose, and edit written materials. Ability to perform simple accounting procedures.
• Knowledge of supplies, equipment, and/or services ordering and inventory control. Records maintenance skills

Principle Working Relationships

• Board of Directors.
• Maintain professional relationships without prejudice.
• Good rapport with all staff.