Legal Secretary

Description

We are recruiting a highly organised and proactive Legal Secretary to support lawyers in a fast-paced corporate practice. The Legal Secretary role will be part of a support team who will report directly to partners, associates and other staff within the team, whilst under the supervision of the Secretarial Support Executive. This is a role for someone who is responsible, takes initiative and follows through — a team player who helps lawyers work more efficiently.

Detailed Responsibilities

The role includes, but is not limited to, the following:

Administrative & Legal Support

• General secretarial duties, including typing, formatting, proofreading and preparing standardised legal documents and correspondence.
• Assist lawyers with legal-specific tasks, including collating documents for legal due diligence exercises, preparing KYC packs, conducting winding-up / bankruptcy / litigation searches, and submitting documents online for stamping and other regulatory filings.
• Printing, scanning, photocopying and compiling hard copy and soft copy bundles.
• Maintaining physical and electronic filing systems, ensuring documents are properly saved and accessible. Must be ready to adapt to the Firm’s internal electronic file management system – training will be provided.
• Opening files following conflict checks and ensuring all onboarding documents are completed.
• Assisting with file closures, preparing and submitting complete documentation for finalisation.
• Maintaining internal records, logs, and spreadsheets promptly and accurately.

Email & Communication

• Acknowledging emails and instructions promptly, providing estimated timelines and progress updates. Consistent communication with internal teams,
• Liaising professionally and courteously with lawyers, clients, secretaries and third parties.
• Drafting emails and letters and ensuring supervisors have all relevant information for quick approval.

Billing, Finance & Disbursements

• Assisting lawyers with time entries — checking in with timekeepers, updating entries, and ensuring accuracy and timeliness.
• Preparing and submitting Payment Vouchers, Clients’ Account Payment Forms, receipts, transfer forms, related billing documents, internal workflow systems within the required timelines to ensure smooth processing of tasks.
• Coordinating with Finance when necessary and ensuring all supporting documents are complete.

Searches & Compliance

• Conducting CCM, CTOS and other searches as instructed.
• Saving search records immediately in the designated system and recording disbursements accurately to avoid duplication and financial loss.
• Assisting with AML / KYC screening and compliance documentation during onboarding.
• Running conflict checks and supporting client due diligence as directed.

Task & Calendar Management

• Scheduling and coordinating meetings, conference calls and appointments.
• Monitoring lawyers’ calendars and providing reminders when needed.
• Tracking outstanding tasks and deadlines without waiting for reminders.

Stamping

• Assist in the stamping of documents, including liaising with lawyers, the legal despatch clerk, and the stamp officer where necessary, as well as handling the submission of documents via the stamping portal.

Other

• Monitoring office supplies and assisting with procurement requests.
• Supporting partners and lawyers with any other ad-hoc administrative tasks necessary for smooth workflow.

What We Expect

We work in a supportive but fast-paced environment. The ideal candidate naturally:

• Responds quickly to instructions and keeps supervisors updated
• Tracks tasks independently and follows through without reminders
• Pays strong attention to detail and accuracy
• Communicates professionally and courteously at all times
• Handles feedback constructively and takes ownership of tasks
• Is a team-player, and able to work well with others

Requirements

• Past secretarial / administrative experience would be an added advantage, preferably in a law firm or professional services firm.
• Experience assisting with time entries and billing is required.
• Experience with AML / KYC / conflict checks is an advantage.
• Proficient in Microsoft Office (Word, Excel (basic), Outlook). Ability to adapt with training to internal electronic file management and learn systems quickly.
• Strong command of written and verbal English, and proficient in Bahasa Malaysia.
• Able to manage multiple stakeholders and deadlines independently, prioritise, and stay organised without constant reminders. Strong sense of accountability.
• Follow instructions accurately.

To apply, please submit your CV to [email protected].