Legal Secretary

Withersworldwide

Job title:                   Secretary

Reports to:              Partner

Location:                  Tokyo, Japan

Team:                     Funds, Business

About us

Withers opened its Tokyo office in 2015 and under Withers Japan Zeirishi Houjin, the office has historically focused on Japanese and cross-border tax advice for international clients in Japan.

In Oct 2018, under the affiliated names of Withers Gaikokuhou Jimu Bengoshi Houjin and Withers Bengoshi Houjin, the Tokyo office expanded its investment management and real estate offering where our lawyers, who are leading individuals in their specialist areas, are equipped with the expertise to advise Japan’s most prominent companies and international corporations on inbound and outbound cross-jurisdictional transactions.

Withers Japan is a Foreign law joint enterprise (gaikokuhou kyoudou jigyou) between Withers Gaikokuhou Jimu Bengoshi Houjin and Withers Bengoshi Houjin.  Withers Japan Zeirishi Jimusho is a separate but affiliated entity to Withers.

The Role

We are looking to recruit an experienced legal secretary to join our secretarial team.  Our secretaries typically support a partner and several other lawyers.  The role will at times be demanding and fast paced so you will need to be an efficient worker who is organized, meticulous, self-motivated, resourceful and can prioritise, multi-task and work effectively under pressure.  You will also need to be an excellent communicator, a team player and have integrity to handle highly confidential information appropriately.

While we consider our secretaries to be part of one large team, we are currently looking for someone to support fee earners in our Business division.  Fluency in English, both spoken and written, is essential.

Areas of focus and responsibilities

• Providing effective communication support to the fee earners and their clients
• Providing seamless secretarial support (including day to day diary management, making travel arrangements, processing expenses, filing (both electronic and hard copy), scanning, photocopying, editing, formatting, word and PowerPoint processing and assisting in other administrative matters)
• Word processing / typing and transcribing of audio / digital dictation, amending and formatting documents quickly and accurately – minimum of 65 wpm required.
• Contributing to the practice group organisation by opening client and matter files, updating client management database, inputting time sheets for fee earners and producing reports as and when required
• Typing of letters, memoranda, file notes, etc.
• Receiving and sorting incoming emails where required.
• Coordinating the monthly billing process by producing bills using our finance and time recording systems and resolving account queries
• Contributing to the legal teams' organisation by opening client and matter files, updating client management database, inputting time sheets for fee earners and producing reports as and when required
• Updating job knowledge by focusing on personal skills development, participating in trainings and exploring opportunities to add value to job accomplishments.

This list of duties and responsibilities is not exhaustive.  It is intended to describe the general content of, and requirements for the performance of this job, and as such, the role may also include the undertaking of additional tasks as required.

Technical skills and experience

• Proficiency in Microsoft Word, PowerPoint, Outlook and Excel;
• Advanced IT skills including electronic billing and CRM systems

Experience in the legal sector is desirable with familiarity of the range of work and type of documents that are typical. Ideally you will have worked in a similar legal environment for a minimum of two years, with the ability to use your initiative to pick up unfamiliar work quickly and be proactive in anticipating the needs of the team.

The Essentials

• Minimum 2 years as a secretary, assistant or similar role;
• Professional attitude and appearance;
• Solid written and verbal communication skills;
• Proficient in Japanese and English;
• Ability to be resourceful and proactive whilst under pressure;
• Excellent organizational skills; and
• Multitasking and time management skills, with the ability to prioritize tasks.

• Working hours: 9:00am to 5:30pm but flexibility is a must
• 20 days annual leave
• Three month probation period
• One month notice period

Equal Opportunities Employment Statement

It is the policy of Withers Worldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.