Legal & Executive Assistant - #1108797

Job Brief:

 We are seeking a resourceful and detail-oriented Legal & Executive Assistant to support our key management professionals and the legal, compliance, and operational functions of a second-generation family office. This is a multi-faceted role that spans trust administration, investment documentation, legal research, and corporate secretarial support.

Job Description:

1. Legal Research and Analysis: Research various legal matters relevant to the family office, including estate planning, trust administration, tax laws, real estate transactions, and regulatory compliance. Analyze and summarize legal documents, statutes, and regulations for attorney review. 

2. Estate Planning and Trust Administration: Assist in administrating trusts and estates, including organizing and maintaining trust and estate documents, preparing trust funding materials, and coordinating asset transfers. Coordinate with internal and external parties to ensure compliance with estate plans and facilitate the execution of legal documents.

3. Investment and Asset Management Support: Collaborate with the investment team to support the legal aspects of investment and asset management activities. Assist with due diligence on potential investments, review and summarize investment agreements, and coordinate the execution and filing of investment-related documents.

4. Legal Documentation and Contract Management: Prepare, review, and revise legal documents, contracts, and agreements, such as confidentiality agreements, employment contracts, and vendor agreements. Assist with contract negotiations and track contract status, deadlines, and renewals. Maintain a contract management system to organize and manage legal documents.

5. Compliance and Regulatory Matters: Ensure compliance with applicable laws, regulations, and reporting requirements. Assist in preparing and filing regulatory reports, including tax filings, SEC filings, and compliance documentation. To ensure legal and regulatory compliance, help implement and maintain internal policies and procedures.

6. Litigation Support: Support managing and organizing legal disputes and litigation matters involving the family office. Assist in document management, discovery requests, and trial preparation. Coordinate with internal teams and external counsel to gather information and facilitate legal proceedings.

7. Legal Administration: Manage legal department administrative tasks, including maintaining legal files, calendars, and databases. Handle legal correspondence and facilitate communication between the legal team and internal stakeholders. Coordinate meetings, manage attorney schedules, and assist with travel arrangements.

8. Relationship Management: Establish and maintain effective working relationships with external service providers, including attorneys, accountants, and investment professionals. Collaborate with internal teams and external advisors to gather information, coordinate projects, and ensure timely completion of tasks.

9. Others: Support in the day-to-day Corporate Secretarial matters for all entities, including liaising with cross-department colleagues, personal assistants of Board Members and key officers, external Corporate Secretarial service providers, government agencies, banks, and auditors. Assist in the smooth operations of annual general meeting, board, and committee meetings, which includes: (pre/post meeting logistics 

Job Requirements

• Minimum 3 years' working experience as a paralegal / legal secretary

• Diploma in Law, Legal Studies, or a related discipline is advantageous

• Ability to stay organized and handle high demands and tight deadlines in a fast-paced environment independently

• Strong interpersonal (communication) skills and the strong ability to work independently and collaborate with other stakeholders

• Willingness to go on frequent business travels

 Additional Information:

• Work Location: Orchard Road (sheltered walkway from MRT)

• 5-days Work Week – Monday to Friday, 9:00am to 6:00pm

• Candidates who can start on short notice / immediately is advantageous.

• Shortlisted candidates will be required to attempt some assessment tests as part of our recruitment process.

• Kindly note that all new hires will be offered yearly renewable employment contract for the first 2 years before converting to permanent staff.