Secretary

Description At Ashurst Perkins Coie, we're helping shape the future economy. With a global team of more than 3,500 legal professionals across 53 offices, we partner with leading organisations to solve complex challenges across a diverse range of industries, with a distinct strength in technology, energy & infrastructure, and financial services. Our people work on market-leading matters that drive innovation, growth, and transformation around the world. For Ashurst Perkins Coie, innovation is our tradition. Role Overview We are currently looking for a Legal Secretary to support to the lawyers with whom you are working in the Hong Kong office. To provide a full secretarial service, including typing and amending documents, diary management, liaising with clients, and various other administrative tasks. Main Responsibilities Document Production and Correspondence
• Prepare and amend legal documents and bundles in line with Ashurst Perkins Coie House Style.
• Draft and type emails, letters, faxes and other correspondence as requested by lawyers.
• Create and update PowerPoint presentations. Diary, Inbox and Workload Management
• Manage lawyers' inboxes, flagging important or urgent emails.
• Manage and coordinate lawyers' Outlook calendars, keeping them up to date.
• Agree daily and weekly priorities with lawyers and plan own workload accordingly. Meetings, Travel and Communication
• Organise internal and external meetings, and arrange business travel
• Act as a professional point of contact for clients, by phone and in writing.
• Communicate clearly and concisely with colleagues at all levels, handling confidential matters with discretion. Document Management and Administration
• Administer iManage workspaces for Partners and Associates, including setting the right security and access.
• Maintain electronic and paper filing, and handle incoming and outgoing mail.
• Keep InterAction (the marketing database) updated with lawyers' contacts and clients. Finance and Billing Support
• Record time on behalf of Partners and Associates as requested.
• Work closely with the Finance team on producing bills.
• Accurately manage, monitor and reclaim expenses. Teamwork
• Work collaboratively within the team and proactively offer help to colleagues.
• Provide cover for other secretaries during annual leave, sickness or other absences
• Be flexible to changes in duties, team or the fee earners supported, as the firm's business needs require. Risk and Control: Ensure that all activities and duties are carried out in full compliance with our regulatory requirements and internal policies. Essential Skills And Experience
• At least 3 years' experience in a legal environment, with a working knowledge of legal terminology.
• Experience in litigation and dispute resolution will be an advantage.
• Experience using AI tools such as Microsoft Copilot or Harvey will be an advantage.
• Experience preparing, typing and amending legal documents.
• Display strong technical ability in relation to Word and Outlook in addition to fast and accurate typing skills (70 wpm).
• Possess an intermediate level of skill for both PowerPoint and Excel.
• Experience of working with a document management system.
• Possess sound mathematical skills.
• Ability to prioritise and work effectively in a fast-paced, high-pressure environment. Background checks In order to comply with regulatory and client requirements, the Firm will undertake appropriate vetting of staff. When applicants accept a job offer, the Firm, alongside a specialist provider, will undertake professional verification and background checks. These checks are only undertaken with consent, and in accordance with our legal and regulatory obligations.