Administrative Assistant

Job Accountabilities

Administrative Support

• Provide day-to-day administrative support to Partners, Senior Associates, and the broader Tax Team.
• Manage calendars, schedule meetings, and coordinate internal and external appointments for partners.
• Arrange team meetings, including preparation of agendas, circulation of materials, and taking minutes where required.

Tax registration/deregistration and liaison with external clerks

• Handling tax registration/deregistration.
• Liaising with external clerks on issues like stamp duty exemptions and follow up on other issues.

Client and Stakeholder Coordination

• Serve as a key point of contact for clients and external stakeholders, ensuring professional and timely communication.
• Assist in coordinating client meetings, calls, and follow-ups for partners.
• Support the preparation and dissemination of client correspondence, including emails, engagement letters, and reports.

Document Management and Preparation

• Ensure documents meet firm standards for formatting, accuracy, and presentation.
• Finalization and dispatch of client documents including letters, reports and physical Court/Tribunal documents.
• If need be, manage physical filing in line with firm policies.
• Assist in compiling bundles (e.g., appendices, submissions) and ensuring proper pagination and indexing.
• Assist in filing Court/Tribunal documents on the judiciary online portal.

Billing and Financial Administration

• Assist monitoring and generating draft invoices.
• Support preparation of billing summaries and reports for Partners.
• Coordinate with finance teams on invoicing, client queries and dispatch on invoices.

Practice Management Support

• Maintain matter lists.
• Support preparation of internal reports, status updates, and performance summaries.
• Assist with maintaining tax client databases and contact lists.

Business Development (BD) Support

• Assist in preparing the team’s pitch documents and capability statements.
• Support organization of client events, seminars, and training sessions.
• Help maintain marketing materials, presentations, and content calendars where required.

Experience and Qualifications

• Diploma or undergraduate degree in Business Administration, Finance, Commerce, Secretarial Studies, or a related discipline.
• 5 to 8 years of proven administrative or secretarial support experience, ideally within a corporate tax, audit, or law firm environment.
• Experience with opening new client files and maintaining physical and digital record-keeping systems.
• Ability to follow structured workflows and document processes.
• Strong multi-tasking and prioritization skills to work effectively in a high-pressure, fast paced environment.
• Willingness to learn new tools, including Firm’s financial system (3E).

Key Competencies

• Professionalism and integrity
• Strong interpersonal skills
• Proactive and self-motivated
• High level of discretion
• Team-oriented mindset
• Strong written communication skills.
• Excellent attention to detail and ability to manage multiple tasks accurately.