Raquel Bautista

Serves as Legal Secretary/Personal Assistant to a Partner and allocated Fee Earners for Commercial Team;

Supporting other members of the secretarial team to provide cover as and when necessary to ensure that work is completed to a high standard and meets the required deadlines;

Producing, amending and formatting documents in house style;

Providing full support to the Fee Earners to ensure relevant documentation is produced to meet clients’ expectations and deadlines;

Responding to internal and external telephone inquiries politely and professionally and take accurate telephone messages passing them on to the relevant Fee Earners;

Managing diaries of allocated Fee Earners;

Making travel arrangements as requested by the Fee Earners;

Processing expense claims and payment requisition forms;

Maintaining and updating client and other relevant contact details on database (Inter Action) as well as creating invites list and activities (Events/Seminars) for Fee Earners;

Processing all forms including new client form, new matter form, money laundering form;

Ensuring that all electronic filing and physical filing is up to date;

Sending out bills and keep billing files up to date;

Carry out photocopying and scanning as required;

Entering Fee Earners’ time (Carpe Diem) as required;

Taking digital dictation (Big Hand) from Fee Earners;

Maintaining and monitoring reports/spreadsheets for particular clients as required by the Team.

Serves as Executive Secretary/PA to various Fee Earners (Commercial, Corporate, Intellectual Property and Litigation Departments) mostly handling Trademarks Registration, Company Formation and BVI Incorporation work related matters;
Typing letters, faxes, memos, file notes, indexes, minutes, legal documents and able to use track changes;
Liaising/responding with clients regarding instructions through various communication (e-mails, letters, and calls) and accurate dispatching/tracking of documents;
Filing: separate files for correspondence and legal documents. Organization of all files with proper log/indexing, organizing documents in box file/labeling;
Ensuring that both the Fee Earners and the secretary’s appointment calendars are kept current at all times;
Booking appointments/meetings with clients and advocates;
Travel and booking arrangements;
Taking dictation via a Dictaphone and verbally;
Preparing Billing Notes and Time Sheets;
Chasing Clients for payments or funds on account;
Photocopying, scanning and faxing;
Other administrative and clerical works if needs arises.

Serves as Secretary to the Project Manager as well as to the Client’s Representative;
Take down dictations (correspondence, site instruction, etc.), type and transcribed the same;
Attending to the Main Contractor and Subcontractor’s submittals and requirements;
Maintain comprehensive filing system and update records, such are checklists, RFI’s, reports, submittals, correspondence and other related documentation;
Arrange and schedule a variety of meetings with the Clients, Project Management, Consultant, Main Contractor, Subcontractors and Suppliers;
Attending to Weekly Site Meetings as well as preparing the minutes of meeting;
Assist the Project Manager for the efficient and effective operation of the site office;
Responsible for other computer and clerical work required by the superior;
Attending to all incoming and outgoing calls/mails and route the same to respective departments;

Take down notes during court hearings and investigations, transcribe and type the same;
Take down dictation from the Presiding Judge such are court orders, court decisions, court resolutions, correspondence, memos and reports, transcribe and type the same;
Prepare monthly reports and inventory of cases;
Take down and prepare Minutes of Judges’ Monthly Meeting;
Ensures the efficient and effective operation of the office to the public;
Set-up and maintains a comprehensive filing system;
Maintain log of inquiries on various matters as required;
Attend to all incoming and outgoing calls;
Greet and directs litigants.