Job Description

Role Title: Administrative Executive

Department / Team: Civil Law

Reporting Structure: 2 lawyers (Snr Associate and Associate)

Employment Type: Permanent Full Time

Work arrangements: In office. Mon to Fri 930-6pm

Key Responsibilities

• Prepare and format legal documents (contracts, agreements, correspondence)
• Organise and maintain client and matter files (digital and physical)
• Manage schedules, meetings, and communications for lawyers
• Track deadlines and support basic filings and submissions
• Liaise professionally with clients and external stakeholders
• Assist with invoicing and general administrative processes
  
  1. Administrative support
  
  -Monitor and manage eLitigation system.
  
  -Manage and maintain lawyers' calendars, appointments, and meetings
  
  -Prepare, format, and proofread legal documents and correspondence
  
  -Handle filing (physical and electronic), ensuring proper organization and confidentiality
  
  -Open and organize physical case files.
  
  2. Client & Communication Management
  
  -Serve as the first point of contact for clients (calls, emails, walk-ins)
  
  -Coordinate client meetings and follow-ups
  
  -Maintain client records and databases
  
  3. Legal Documentation Support
  
  -Assist with preparation and submission of legal documents
  
  -Liaise with courts, government agencies, and external parties
  
  -Ensure compliance with legal procedures and deadlines

Requirements

• Diploma or Degree in any field
• Minimum 2–4 years of administrative experience
• Prior experience in a law firm or legal environment is an advantage

KeySkills

• Proactive and able to work independently
• Able to work in a fast-paced, dynamic environment
• Strong organisational and multitasking skills
• Excellent attention to detail and accuracy

• Excellent written and verbal communication skills. Conversational Mandarin is required in the course of work.
• Strong Proficiency in Microsoft Office MS Word, Excel, Outlook