Executive Secretary Job Vacancy

Reporting to the Human Resources & Office Manager, the Executive Secretary will primarily provide support to the Office Managing Partner, and occasionally support 2-3 other lawyers in our Ho Chi Minh City office. Responsibilities of the role will include but be not limited to:

• Initiating conflicts checks and new business intake processes;

• Assisting with initial drafting of fee proposals and engagement letters in accordance with detailed instructions and the firm’s precedent documents;

• Maintaining databases and assisting with administrative work;

• Scheduling meetings and conference calls;

• Arranging travel for the OMP and lawyers through the firm’s designated travel agency;

• Maintaining and updating the contacts database for lawyers;

• Maintaining physical and electronic filing systems;

• Assisting with the preparation of presentation materials;

• Preparing expense reimbursement requests for business expenses;

• Providing assistance in planning internal and external events;

• Assisting the finance team with client invoices, and liasing with the finance team to resolve any discrepancies or client queries;

• Archiving inactive files;

• Providing ad-hoc administrative assistance as required, including desktop research on potential clients and proofreading translation of documents using our proprietary in-house translation software;

• Formatting legal documents following the firm’s house style;

• Providing coverage when other secretaries are on vacation or need support due to work volume; and

• Other duties to be assigned as appropriate.

CANDIDATE DESCRIPTION:

Candidates should have a strong academic background, together with practical experience at a leading law or accounting firm, and a personality that appreciates both teamwork and personal ambition. We are looking for an Executive Secretary who satisfies the following requirements:

• Holding a university degree;

• A minimum of 6 - 8 years of experience in a similar role, preferably in an international law firm or international accounting firm environment;

• Native Vietnamese language skills;

• Excellent command of written and spoken legal English;

• Excellent personal communication skills and strong organizational abilities;

• High attention to detail, including proofreading skills;

• Ability to perform independently and as part of a wider business services team, occasionally to meet tight client deadlines;

• Consistent positive attitude with a "can do" mentality;

• Proven discretion and trust in dealing with confidential and sensitive information;

• Advanced PC skills, including Microsoft Word, Outlook, PowerPoint and Excel, and willingness to learn new IT skills to effectively use the firm’s systems; and

• Enjoy working as part of a team and demonstrate strong collaboration and cooperation with team members.

BENEFITS:

• Competitive salary commensurate with experience and role;

• Premium healthcare insurance;

• 15 days’ annual leave;

• Internal and external training programs; and

• A firm that values your contribution, progression and development.

APPLICATION:

Please submit your application for this position via VietnamWorks, including:

• a cover letter, in English, introducing yourself and the reasons why you believe you would be suited to a career at Hogan Lovells;

• a curriculum vitae (typed), including your educational background and work experience; and

• copies of diplomas and professional certificates.