We are hiring a Legal Secretarial Manager - Asia based in Hong Kong. This role will be have overall responsibility for secretarial staff and delivery of service to lawyers across location.
MAIN DUTIES AND RESPONSIBILITIES :
Be responsible for ensuring the secretarial population works effectively and in line with performance matrix goals.
Be responsible for the development and implementation of best practice consistently across the secretarial population ensuring dissemination of responsibility to team leaders to facilitate continuous improvement.
Follow hub processes and procedures when undertaking tasks.
Effective management of Secretarial Services
Develops and implements best practice processes consistently across the secretarial service function and actively pursues and implements continuous improvement opportunities.
Carries overall responsibility to ensure each hub is working effectively and in line with model standards.
Identifies issues affecting the efficient operation of the secretarial function and liaises with team leaders, Partners, secretaries and other business support functions to promptly resolve problems / inefficiencies and facilitate continuous improvement.
Continuously assesses the effectiveness and efficiency of hub processes and procedures and supports team leaders to identify and implement improvements as necessary.
Identifies process issues and interfaces with Head of Secretarial Services, Finance, IT and other support areas to seek solutions.
Meets regularly with Head of Secretarial Services.
Meets regularly with all team leaders to share knowledge particularly in relation to process improvements and issue resolution.
Liaises with Human Resources regarding secretarial staffing requirements, including alongside team leaders undertaking recruitment and selection activities for team.
Manages critical performance issues, seeks the assistance of HR when appropriate.
Conducts performance appraisals of team leaders.
Leads and coordinates the salary review and PMR process across practice groups liaising with stakeholders
Identifies learning and development needs of the team leaders and seeks training solutions and opportunities.
Leading the team leaders to ensure the hub is strongly service oriented, credible and proactive in meeting Partner and staff requirements.
Integrate secretarial services with Business Support services
Work with Business Support areas to ensure secretaries deliver services to the fee earning community in the most effective and efficient manner.
Work with Business Support areas to ensure secretaries are well trained in support processes and carry them out consistently.
Manage and Maintain budget for Secretarial Services
In consultation with Head of Secretarial Services, prepare annual Secretarial Support budget.
Ensure compliance with firm wide budget guidelines.
Maintain expenditure within agreed budget.
SKILLS AND ATTRIBUTES :
have 5 years plus experience providing senior level administrative support in a professional services setting.
have experience as a team coordinator / or similar role within an administrative support function.
have intermediate to advanced knowledge of Microsoft Outlook, Word, PowerPoint and Excel.
have excellent communication skills, both written and verbal;
be a self-starter, who is able to work on their own initiative as well as being part of a team, and has a strong client service orientation;
possess a high level of commercial acumen and analytical skills;
be able to build and maintain strong relationships both within and outside the firm, acting as an effective brand ambassador for DLA Piper, and an internal change agent;
exhibit cultural curiosity and competence;
be comfortable operating in sometimes ambiguous situations, demonstrating a flexible and collaborative personal working style;
be comfortable multi-tasking and working to sometimes conflicting timescales and multiple priorities in a robust and fast-paced environment;
have the interpersonal skills and leadership experience to deliver effectively through others, in a virtual team management context;
be financially literate and familiar with budget management - and technologically savvy, including a good working knowledge of IT tools;
have a Certificate / Diploma in Business Management / Legal Practice (well regarded, but not essential).
DLA Piper is a global law firm with lawyers located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific.
Our global reach ensures that we can help businesses with their legal needs anywhere in the world.
We strive to be the leading global business law firm by delivering quality, service excellence and value to our clients and offering practical and innovative legal solutions to help them succeed.
Our clients range from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-
leading technologies, as well as government and public sector bodies.
We are committed to attracting, developing and retaining the best people across all of our practice and business services groups, and our continued success relies on our ability to provide an inclusive and motivating environment where everyone has a role to play in achieving our goal to be the leading business law firm.
We offer exceptional career opportunities to our lawyers, aspiring graduates, and business services professionals in a truly challenging and rewarding environment.