Legal Secretary
K&L Gates LLP
Total des années d'expérience :7 years, 2 Mois
Responsibilities:
Legal Secretarial skills:
Knowledge of Law and Legal Procedure: having a legal background as profession helped me in assisting lawyers with analysis of various legal tasks:
being able to highlight and make legal reports with comments from the legal documentation provided
being able to analyze a Condition Precedent checklist of the Finance Facility Agreement and provide confirmation of closure of final CP checklist to the client
being able to draft a Director’s Certificate format required for issuing the Legal Opinions
legal research: being able to find and provide in a short time the necessary information in re: to the process of agent services DIFC and Gabon -direct emails communication with law firms in Gabon
signing instruction expertise: being able to collate the final execution version of all the executed documents, being able to notice if all the executed documents are properly and legal executed, inclusive and checking observation of signature pages with common seal stamp
Billing process: edits of Task Codes in Elite, cost submission for the Tribunal and final arbitration award
Billing process: edits of proformas on Elite; dealing with revised and re-addressed invoices as per client’s request; sending the invoices on lawyer’s behalf; dealing with withholding process - Indian Tax Law Taxation (TRC, No. PE and 10F Form)
Legal Database: updating the firm legal database of the law firms and legal counsels used by the Firm
Audit: being able to start and complete the entire process of the Audit requests received from the clients as per the Firm Audit procedure
KYC/AML: being able to identify the main criteria in AML process and to create the final KYC set of documents (General KYC, Third Party KYC, KYC of the matters where lawyer sits in different parts of the world with various rules in re: to AML/ KYC: (ex.: U.S, India, Singapore, UK, Malta, Germany)
KYC/AML: being able to communicate direct with the client requesting for necessary KYC documentation and being able to provide a complete analysis on the KYC documents received from the client
KYC/AML: saving on iManage and creating physical files with labels: DD Forms, NBIs
New Business Intake: NBI: the Firm’s business intake process: the registration of the New clients and the New Matters across all Offices globally: conflicts reports, drafting Engagement letters, submitting AFA’s (Alternative Fees Arrangements)
CLPD Courses: updating on a monthly basis the courses from the Legal Government Website
Company Software’s:
Elite Prod and Intapp: - firm wide software’s for the lawyer’s time entries (lawyers time utilizations)
iManage: Work Site Document Management
Litera Forte: Legal document assembly
Concur Software: submitting various types expenses on lawyers behalf
InterAction: Business Development and lawyers Client’s Data
AccouRoute: IT
Admin. Responsibilities:
Office Management:
Managing office budgets. liaising with staff, suppliers and clients, implementing and maintaining procedures/office administrative systems
Parking space and Building Access Cards for the Staff
Business Cards for the lawyers
UPS’s Courier WorldShip: Online Generation of AWB
FCM Hotel & Flights: updating Traveler Profile
Office Contracts and Warranty Summary Sheets
Responsibilities:
Booking, managing and sending meeting requests;
Organizing complex travels and preparing travel itineraries, hotel bookings;
Provide secretarial support to the legal team (travel planning, calendar management, visa bookings, accommodation arrangements etc.)
Providing administrative support on a daily basis;
Informational research and the date of Aviation Global Events Coverage, followed by registration of Aerospace departmental members at Aviation conferences: (ISTAT); Airline Economics Growth Frontiers (Hong Kong);
Prepare, amend and print documents for the Signing Agenda of each aircraft delivery transaction
Prepare and collate travel expenses (LPO’s and TAF’s);
Reminding the Partner/Associate Lawyer of important tasks and deadlines;
Implementing and the use of the Firm’s systems:
FILE SITE (Work Site Document Management) - an useful tool in saving documents, duplication of documents, creating new document versions;
NBI - a tailor-made programme to evaluate new clients and new matters/engagements, to collect client detailed information, prudent terms of engagement in complying with legislation and KYC Compliance regulations, and AML procedures);
ELITE - Legal billing software - a proven software that assures a based record of the lawyers billable time and customized invoices;
DTE Axiom - Time recording software for the lawyers.