Office Assistant

Practice Group / Department:

We're Norton Rose Fulbright - a global law firm with over 50 offices and 7,000 employees worldwide. We provide the world’s preeminent corporations and financial institutions with a full business law service. At Norton Rose Fulbright, our strategy and our culture are closely entwined. We know that our expansion will mean little unless it is underpinned by truly global collaboration and we understand that pioneering work only takes place when our people have room to move and think beyond boundaries. As well as the relevant skills and experience, we're looking for people who are innovative, commercial and value the work that they do. 

The Office Assistant will support our Singapore office by undertaking a variety of reception duties, back office processes and general admin duties.

The Role

Reception Support

• Work alongside the Senior Receptionist to greet and provide refreshments to visitors, answer incoming calls, and keep all meeting rooms, shared spaces (including café/bar/pantry) and reception tidy at all times.

• Take accountability for all shared spaces (incl. café/bar/pantry areas), ensuring fridges are stocked, watercoolers refilled, dishwasher filled and emptied, and refreshments ordered on time.

• Arrange booking of conference rooms/video conferencing/working desks for visitors;

• Handle inquires in a helpful, positive and efficient manner

Operations/Administrative Support

• Become an operations expert, understanding how the office works and look for ways to improve our services to our clients

• Look at ways to optimise the utilisation of the internal booking system and share knowledge with management

• Working with the Office Manager to manage day to day resources e.g. ensuring all stationery is fully stocked and well organised, undertake full stock takes, order business cards, source vendors, conduct inductions for new joiners etc.

• Travel management support: Booking of accommodation for visitors and flights for staff

• Assist in arranging internal and external events; planning, organisation, preparing payments, ordering of catering, decorating etc.

• Assist with courier services, incoming documentation distribution and reviewing monthly courier invoices.

• Prepare and provide monthly administrative reports and directories to relevant stakeholders

Skills and Experience Required

Technical ability

• Excellent organisational and administrative skills, with the ability to prioritise and deal with a high volume of detailed work

• Actively assists the team to meet expectations and deadlines

• Demonstrate excellent communication skills, including a high standard of grammar and punctuation

• Effective user of key software packages, (i.e. Word/PowerPoint/Excel) and generally a high level of computer literacy and competence

General Approach

• Customer Service focused team player with a proactive, positive and collaborative attitude

• Offer an exceptional customer experience and seeks to exceed expectations

• Build strong working relationships and actively promote the interests of the Singapore office

• Take ownership of queries: resolve, escalate or identify alternative contacts as appropriate and use initiative to actively seek solutions to problems

• Proactively seek to identify and act on opportunities to improve processes or ways of working

• Exercise confidentiality, discretion and personal sensitivity in all aspects of role and demonstrate tact and diplomacy in relation to confidential matters

• Demonstrate ability to work calmly under pressure

• With advance notice, some flexibility around working hours when required

• High attention to detail and meticulous standard of accuracy

• Confidence to question and challenge in a positive way when needed

Experience & Qualifications

• Established experience of working in a fast paced environment

• Proven experience of working in a similar role

• Demonstrative interest in working within a global law firm

To attract the best people, we strive to create a diverse and inclusive environment where everyone can bring their whole selves to work, have a sense of belonging, and realize their full career potential. 
Our new enabled work model allows our people to have more flexibility in the way they choose to work from both the office and a remote location, while continuing to deliver the highest standards of service. We offer a range of family friendly and inclusive employment policies and provide access to programmes and services aimed at nurturing our people’s health and overall wellbeing. Find more about Diversity, Equity and Inclusion here.

We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams. We strive to create an inclusive and accessible recruitment process for all candidates. If you require any tailored adjustments or accommodations, please let us know here.