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Legal Administrator/team secretary/analyst for legal marketing team in global commodity MNC

Keywords / Skills : Experience in managing a contract database

6 - 11 years
Posted: 2019-01-10

Comodities Trading
Other Admin/Clerical/Secretarial
Posted On
10th Jan 2019
Job Description
  • Proven practical legal secretarial experience in a private practice law firm and/or in-house legal team 
  • Knowledge of legal administration and procedures 
  • Experience in managing a contract database 

Our client is a global commodity MNC. For this role, you provide analytical and administrative support to the Group Legal Team . Key functions:

Analytical/Transactional support:
  • Support team by providing legal spend analysis and budgeting 
  • Undertake preparation of, coordinate input into and submit legal team budgets 
  • Develop process to monitor legal spend per lawyer and roll into reports for marketing legal team 
  • Liaise with law firms to ensure bills are correct and in line with estimates given 
  • Help design and implement group legal initiatives including technology projects 
  • Develop initiatives to simplify and improve efficiency of processes in legal function including using performance metrics and verification tools 
  • Develop and implement team training programme including developing interactive training materials 
  • Design and implement team document management system 
  • Provide support to contract analysts in the CMTs – implement training programme for them 

Administrative Support:
  • Arranging and managing meetings, telepresence and video/audio conferences for the Head of Legal and the Group Legal Management Committee/Marketing Business Management Committee 
  • Liaising with internal and external attendees, considering time differences and deadlines 
  • Booking rooms, catering and equipment using online tool 
  • Co-ordinate and support production and collation of content and presentations for meetings 
  • Providing assistance with diary management (Head of Legal) 
  • Organisation of global team meetings/offsites including agenda preparation, pre-read, taking minutes and maintaining action tracker 
  • Invoice administration 
  • Preparation of purchase orders and payment requests via SAP 
  • Maintenance of records of payments for legal services 
  • Become team expert and lead implementation of new online invoice management tool 
  • Coordinate and book business trips, arranging visas and all necessary admin surrounding international travel. o Booking travel using online booking tool Concur, in line with company policy 
  • Arranging visas; transport as necessary 
  • Assist global Marketing Legal members when visiting different offices 
  • Providing traveller with all necessary information including awareness of safety procedures and ensuring diaries are up to date 
  • Assisting with meeting and travel arrangements 
  • Daily administration of department 
  • Provide admin support as necessary 
  • Filing and storage of documentation (paper and electronic) 
  • Dealing with post and couriers o Administration for new starters, leavers or contractors in the team 
  • Update Business Continuity Plan and Dawn Raid Manuals, coordinate training for both 

Group governance and Risk Management:
  • Assist with the formulation of risk mitigation strategies and document the same 
  • Assist with the formulation of training packs for risk mitigation 
  • Work with Marketing Compliance team to implement regulatory compliance policies 
  • Perform risk assessments for material and non-material risks and coordinate input into these by a wider audience 

Contract administration:
  • Assist the lawyers in the Marketing Legal team with contract creation for sales teams including deal confirmations and standard contracts. 
  • Assist the lawyers in the Marketing Legal team with contract administration for sales teams including putting in place NDAs. 
  • Update standard contract templates for Marketing BU on a six-monthly basis. 

To qualify,
  • Formal legal secretarial qualifications (e.g. ILEX Diploma) preferable but not essential 
  • Proven practical legal secretarial experience in a private practice law firm and/or in-house legal team 
  • Knowledge of legal administration and procedures 
  • Experience in managing a contract database 
  • Ability and confidence to draft routine, accurate and timely communications on behalf of managers 
  • Ability to prioritise/organise work and meet deadlines, whilst maintaining accuracy and attention to detail 
  • Self-motivated, highly organised and efficient multi-tasker 
  • Confidence to deal with people at all levels, externally and internally 
  • Good communication and interpersonal skills - ability to work as part of a team 
  • Ability to manage large cross border projects involving numerous stakeholders 
  • Has understanding of budgeting process and financial management concepts 

To apply, please send your cv in word doc to Please also include details of your current salary, expected salary and notice period in your cv.

We regret to inform that only shortlisted candidates will be notified.

Posted by :

CAP Consulting (EA licence : 14C7175)

Caroline Poh (EA registration : R1105649)

About Company

About CAP Consulting

The CAP Consulting Group Pte Ltd (UEN: 201417121C | Licence: 14C7175) is a private limited company registered in Singapore. It is a recruitment firm specialising in mid to senior level searches for all roles spanning across all industries in Singapore and parts of Asia ( China, Malaysia, Indonesia etc). The co’s website is at

We adopt the CAP approach (stands for Committed, Advisory and Partnership approach) to help clients and candidates achieve greater success and enhanced result delivery. Staffed by seasoned search consultants with established track records in the industry, we offer an unparalleled ability to match talents with job opportunities via a thorough and rigorous search process which also ensures that the most suitable professional is identified for our client within a short turnaround time.
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