- Organize, maintain, and manage legal documents, contracts, corporate records, and correspondence.
- Ensure proper document indexing, filing, and retrieval in the required contract management system or cloud storage.
- Coordinate and manage legal professionals' calendars, including scheduling meetings and appointments. Help prevent scheduling conflicts and ensure timely adherence to legal obligations. Schedule and coordinate legal department meetings, conferences, and training sessions
- Facilitate communication within the legal department and with external parties, including clients, vendors, and other departments.
- Assist the governance lead in preparing materials for board meetings, annual general meetings, and other corporate governance activities. Maintain accurate records of corporate actions and resolutions.
- Maintain up-to-date and organized records of legal matters, expenses, billing, corporate actions, resolutions and timekeeping. Review and process legal billing statements and invoices. Coordinate billing activities with the finance department.
- Assist with contract management processes, including tracking contract renewals, amendments, and compliance. Coordinate document execution and filing.
- Provide administrative assistance to legal staff. Provide support by preparing legal documents, presentations, reports, and other materials as needed.
- Assist legal professionals with legal research tasks, including gathering information on relevant laws, regulations, and industry practices. Compile research findings for analysis.
- Proficiently use legal software, document management systems, and research tools to enhance efficiency and streamline processes. Stay informed about legal industry trends, updates, and best practices. Seek opportunities for professional development to enhance job skills.
- Assist with special projects, initiatives, and cross-functional collaborations that require legal department involvement.
- Bachelors Certificate in Law or related (desirable).
- 2 to 3 years as a paralegal/ in a law firm/ or in-house legal department(corporate/company) to do either legal administrative work or legal secretarial work.
- Analyzing information, identifying relevant details, and conducting thorough research on legal matters to assist lawyers and paralegals effectively.
- Proficiency with databases and tracking systems to track deadlines, and access relevant legal resources efficiently.
- Organized and detail-oriented is essential for accurately managing documents, schedules, and various administrative tasks in a fast-paced legal environment.
- Must remain composed under pressure and consistently meet deadlines to support the work of the legal team.
- Working independently on tasks and collaborating effectively within a team to achieve common goals.
- Able to interpret and comprehend legal documents such as contracts, court filings, and other legal materials.
- Effective communication is key when interacting with stakeholders.
- Being adept in software such as Microsoft Office (Word, Excel, PowerPoint) is essential for drafting documents and managing office tasks. Familiarity with legal-specific software like Plexus and scheduling software enhances efficiency in legal operations.
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Description
Job description
Job Code
HRD-GL/06-025Job Grade
ExecutiveReporting To
Director, Legal & Governance and Chief Data Protection OfficerLocation
Singapore.JOb Purpose
The incumbent will be responsible for contributing to the smooth functioning of the Legal Department at IRD by managing administrative tasks, facilitating communication, and supporting the legal team.
RESPONSIBILITIES
REQUIRED KNOWLEDGE, SKILLS & ABILITIES (KSA)
Required Qualification
Required Experience
Required Skills
