Job Description

An exciting opportunity is available for an experienced secretary to join our Hong Kong office.

You will provide high-quality secretarial and administrative support to partners and fee earners within a collaborative, team-based support model. Working closely with the Secretarial Team Leader, other secretaries and business services teams, you will help manage competing priorities and deliver responsive, consistent support across the practice, while developing your skills and maintaining contact with clients and partners.

We have two (2) levels of role in the team:

• Secretarial Team Leader – coordinates incoming work and team capacity, supports communication with Partners, fee earners and provides senior-level secretarial support.
• Secretary – provides secretarial and administrative support as part of the secretarial team.

Main duties and responsibilities

Partner and Team Support

• Provide proactive, high-quality legal secretarial and administrative support to partners, fee earners and other relevant stakeholders.
• Build effective working relationships and engage proactively with partners and fee earners to understand their priorities, practice needs, business objectives and key clients.
• Manage diaries and meeting arrangements proactively, identifying scheduling conflicts and preparing agendas and meeting papers in good time.
• Coordinate internal and external meetings, client functions and seminars, including room bookings, attendee communications, catering and technical requirements.
• Handle emails, telephone calls and queries professionally, taking accurate messages and following up as required.
• Organise complex travel arrangements, including flights, accommodation, ground transport and airport transfers; liaise with third-party providers on visas and prepare detailed itineraries.
• Provide marketing and business development administrative support, including presentations, maintaining accurate contact records in SNAP, Outlook and InterAction, and updating CVs and website biographies.

Documents and Matter Administration

• Prepare, amend, format, proofread and finalise correspondence and documents, including engagement letters, in accordance with firm style guides, templates and precedents, using Document Production and other specialist support teams in accordance with agreed workflows.
• Convert documents between formats, carry out document comparisons and perform quality checks.
• Support matter opening, maintenance, closure and archiving using the firm’s practice management system.
• Provide administrative support for conflict searches, compliance checks and audit requests, maintaining accurate matter and compliance records.
• Prepare electronic and hard-copy document bundles, including scanning, printing, pagination, indexing and compilation.
• Manage document filing and e-filing in Cloud iManage, following the firm’s requirements for naming conventions, version control and archiving.
• Handle confidential documents and information securely and with discretion.

Billing and Finance Support

• Prepare draft bills and billing reports, coordinate amendments and approvals, and issue final bills promptly following approval and in accordance with firm procedures.
• Process supplier invoices, expenses and disbursements, and assist with timesheet updates in accordance with firm procedures.
• Liaise with Finance and fee earners on credit notes, credit control and outstanding payments, supporting follow-up within the role’s responsibilities.
• Prepare financial reports from internal systems, highlight unbilled amounts and outstanding payments, and maintain client financial schedules where required.

Team Collaboration

• Work collaboratively with other secretaries and business services teams, making effective use of specialist support to deliver seamless service.
• Monitor the relevant hub and shared mailboxes, acknowledge requests promptly and coordinate priorities with the Secretarial Team Leader, taking account of urgency, deadlines and business impact.
• Keep requesters informed of progress and escalate conflicting deadlines or capacity concerns in good time. Seek clarification from the Secretarial Team Leader when instructions are unclear.
• Provide cover for colleagues during absences and periods of high workload, ensuring clear handovers and continuity of support.
• Anticipate potential issues and take a proactive approach to resolving them.
• Develop specialist expertise through allocated tasks, which may include super-user responsibilities, global billing, client reporting or knowledge management support.
• Provide occasional support outside normal working hours where required, subject to agreed arrangements and applicable firm policies.
• Undertake ad hoc projects and other secretarial or administrative duties as required to support business needs.

About you

Experience

• At least 3 years’ experience as a legal secretary or in a comparable administrative role within professional services.

Skills & Attributes

• Strong Microsoft Office skills, particularly Word and Outlook, with proficiency in Excel and PowerPoint and confidence using collaboration tools.
• Excellent spoken and written English is required. Proficiency in spoken Cantonese and Mandarin is essential.
• Strong organisational skills, with the ability to prioritise competing requests and manage multiple deadlines.
• Proactive and self-motivated, with the ability to work independently with minimal supervision and collaboratively as part of a shared-support team.
• Strong document preparation, formatting and proofreading skills.
• Accurate, detail‑oriented and quality‑focused approach to work.
• Applies knowledge and judgement to solve problems and make decisions.
• Flexible approach to working practices in order to meet business needs.
• A positive, friendly and professional approach, with strong interpersonal skills.
• Ability to process and handle confidential information with discretion.
• Able to remain calm, resourceful and effective under pressure while maintaining accuracy.
• Conscientious and diligent with an eagerness to learn and develop skills.

About us

We're a global law firm helping our clients achieve their goals wherever they do business. Our pursuit of innovation has transformed our delivery of legal services. With offices in the Americas, Europe, the Middle East, Africa and Asia Pacific, we deliver exceptional outcomes on cross-border projects, critical transactions and high-stakes disputes.

At DLA Piper, we understand that inclusion is not a one-size-fits-all concept. We embrace and celebrate the range of perspectives, backgrounds and experiences that each individual brings to our firm. By fostering a culture that welcomes and appreciates all aspects of our individuality, we ensure that everyone has the opportunity to succeed.

Our commitment to inclusion and positive social impact enables us to provide exceptional service to our clients and communities, while nurturing a unique and inclusive culture for all our people. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.

We are committed to being accessible and accommodating any reasonable adjustments needed throughout the recruitment process to ensure an inclusive experience for all. If you need any support or adjustments, please let us know.

Where local legislation permits, we will conduct relevant pre-engagement screening checks prior to your first day.