• To provide general administrative and secretarial support to Chief Legal Officer and the Legal Department
• Reports directly to the Chief Legal Officer
• Provides admin support to the Legal team and Department to ensure the smooth running of the department operations
• Maintains records of all tasks (closed, cancelled, ongoing)
• Maintains a systematic document control system for recording and tracking of all documents for the Department
• Performs data-entry, recording, printing and document soft copy filing duties
• Undertakes any ad-hoc admin duties as required
• Manages the company's confidential information with required compliance
• Prepares reports, correspondences, letters, Memos, Circulars, etc. as required (for other Departments as well since CLO is having other roles in the Group).
• Composes, transcribes and verifies all correspondence and other documentation of the department.
• Receives phone calls; provide necessary information to internal and external parties.
• Receives, distributes, logs, sends and tracks all correspondence received in the office.
• Maintains schedules, organizes and coordinates meetings for Chief Legal Officer
• Assists in the preparation of documents for meetings with other Parties (internal or external).
• Ensures that all incoming Legal Request emails are responded accordingly, that is for ONGOING/existing and new requests
• Monitoring and updating the Department Performance Log
• Update Individual Task Holder ongoing and their progress via log
• Secures all document transmittals are logged, released and collected on time (Internal and External documents)
• Maintains and manages all documents and ensure that it is easily accessible (archiving soft copy documents)
• Updates Chief Legal Officer on Existing and New Tasks as well as the current status of the Department
• Ensuring complete office supplies/stationeries and inventory
• Perform additional responsibilities that may be added from time to time depending on organisational requirements