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Legal Secretary

4 months ago

Shanghai, Shanghai, China Marriott Full time

Job Number

Job Category Administrative

Location Shanghai Operations, 9/F Tower B One ITC, Shanghai, Shanghai, China

Schedule Full-Time

Located Remotely? N

Relocation? N

Position Type Non-Management

Position Summary

Perform comprehensive administrative assistant / legal secretarial support by assisting two attorneys in the Shanghai Office.

Serve as liaison between the attorney/paralegals and other Law Department associates, company executives and associates, property owners, and outside counsel.

Specific Duties

Planning and Organizing

Manage calendar for attorneys in Shanghai office, including scheduling and canceling meetings, and handling high-priority scheduling issues. Coordinate calendars with Administrative Assistants for Senior Leaders.

Coordinate, schedule, and prepare for meetings, including scheduling conference rooms, agenda items, prior distribution of materials, room set up, audio visual equipment set up, conference line initiation, and food and beverage arrangements.

Make travel arrangements and coordinate logistics including transportation, reservations, and lodging arrangements. Prepare expense reports.

Coordinate and manage Outside Counsel budget, and process invoices.

Prepare and edit presentations, agendas, memos, letters, spreadsheets, and other business documents.

Take notes during and prepare minutes from meetings.

Review all incoming mail and bring priority items to the supervisor's attention; track matters requiring response/action and keep supervisor apprised of status.

Assist with special projects as requested.

Filing / Documentation / Reporting / Drafting

Enter information in the Law Manager; update information.

Compose, type, and transmit correspondence and e-mails; type, black-line, proofread, and transmit agreements, contracts, and other legal documents.

Draft or revise simple legal documents under supervision of attorneys;

Translate simple correspondence between Chinese and English.

Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, chron file, etc.

Create and maintain desk files and permanent files, including up-to-date filing, entries in RIMS, and transmittals to the Records Management Section.

Coordinate certain Group-wide functions such as document retention.

Provide support in research of files and compilation of data as necessary.

Policies and Procedures

Maintain confidentiality of proprietary materials and information.

Protect the privacy and security of clients, customers, and coworkers.

Follow company and department policies and procedures.

Research questions and problems and make recommendations for resolution.

Ensure that personal appearance, immediate work area, and Group-wide shared spaces are clean, professional, and in compliance with company policies and procedures.

Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.

Customer Relations

Address client service needs in a professional, positive, and timely manner.

Actively listen and respond positively to the questions, concerns, and requests of others.

Proactively assist other employees to ensure proper coverage and service.

Communication

Discuss work topics, activities, or problems with co-workers, supervisors, or managers using proper discretion.

Answer telephones using appropriate etiquette including using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call. Screen telephone calls accordingly; handle matters not requiring the Practice Leader's attention; refer calls to other appropriate parties for handling; organize meetings and conference calls.

Speak to clients and other employees using clear, appropriate and professional language.

Prepare and review written communications (e.g., emails, memos, documents), including proofreading and editing written information to ensure accuracy, completeness, and timeliness.

Talk with and listen to other employees to effectively exchange information.

Working with Others

Treat all employees and clients with dignity and respect.

Develop and maintain positive and productive working relationships with other employees and departments.

Partner with and assist co-workers to promote a positive work environment that fosters team efforts to achieve common goals.

Handle sensitive issues with employees and/or clients with tact, respect, diplomacy, and confidentiality.

Actively listen to and consider the concerns of other employees, responding appropriately and effectively.

Computers/Software

Transmit information and communications using a computer.

Enter and retrieve information contained in computer databases using standard computer equipment and technology (e.g. a keyboard and mouse) to update records, files, reservations and answer inquiries from customers.

Office Equipment

Transmit information and communications using mail, scanner, or fax machine.

Operate standard office equipment other than computers such as telephone, typewriter, scanner, fax, photocopier, calculator, and electronic peripherals.

Ensure necessary office supply inventory is available, and order as needed.

Ensure all office equipment is in working order, calling maintenance when needed.

Requirements for Position

University degree, preferably law degree.

Secretarial or executive assistant experience in international or major domestic companies will be plus; experience in law firm or law department of corporate law firm preferred; relevant experience in an international hotel operator will be an asset.

Fluency in English, both written and oral, with Chinese as mother tongue.

Excellent organizational and interpersonal skills; attention to detail, diligence, dependability and high integrity are key factors.

Very good knowledge of Microsoft Office tools and familiarity with database functionality and operation.

Ability to work well under pressure and effectively manage multiple tasks.

Excellent judgment; professional demeanor.

Diligence and strong work ethic.

Ability to work independently and as part of a team.

Flexibility to adapt to continually changing workload priorities.

Excellent written and verbal skills.

Fast, accurate typing.

Excellent word processing and spelling/grammar/proofreading skills.

Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.

Marriott International is the world's largest hotel company, with more brands, more hotels and more opportunities for associates to grow and succeed. Be where you can do your best work,​ begin your purpose, belong to an amazing global​ team, and become the best version of you.