Executive Assistant

ob Title

Legal Operations & Client Relationship Executive

(Executive Assistant to Managing Partner)

Reporting To

Managing Partner – Oscar Global IPR Services

Job Purpose

To manage client communications, assignments, project tracking, appointments, documentation, payment follow-ups, team coordination, and daily operations, ensuring that all matters are handled efficiently and deadlines are met.

Key Responsibilities

1. Client Relationship Management

* Act as the first point of contact for clients.

* Handle incoming calls, emails, and WhatsApp communications.

* Schedule client meetings and consultations.

* Follow up on client requirements and pending documents.

* Maintain client database and CRM.

2. Project & Assignment Tracking

* Track all trademark, patent, copyright, design, and litigation matters.

* Maintain status reports for each assignment.

* Monitor deadlines for filings, hearings, examinations, oppositions, renewals, and compliance requirements.

* Generate weekly progress reports.

3. Appointment Management

* Manage advocate’s calendar.

* Schedule meetings, hearings, client consultations, BNI meetings, and business events.

* Send reminders and confirmations.

* Coordinate travel arrangements when required.

4. Payment Collection & Billing

* Generate invoices and quotations.

* Follow up for advance payments and outstanding dues.

* Maintain payment tracker.

* Coordinate with accounts team.

* Provide weekly receivable reports.

5. Documentation & Administration

* Prepare engagement letters and client onboarding documents.

* Organize client files and records.

* Maintain digital and physical documentation.

* Draft routine correspondence.

6. Team Coordination

* Coordinate with attorneys, paralegals, associates, and filing teams.

* Assign tasks and track completion.

* Conduct daily follow-ups.

* Escalate delays and bottlenecks.

7. Management Reporting

* Daily task report.

* Weekly payment report.

* Monthly performance report.

* Client satisfaction and follow-up report.

8. Business Development Support

* Follow up on leads generated through BNI and referrals.

* Maintain lead pipeline.

* Schedule presentations and networking meetings.

* Track conversion rates.

Required Skills

* Excellent English communication.

* Strong telephone etiquette.

* Microsoft Office & Google Workspace.

* CRM software experience.

* WhatsApp Business management.

* Calendar management.

* Follow-up and negotiation skills.

* Ability to handle confidential information.

Preferred Qualification

* Graduate in Business Administration, Law, Commerce, or Management.

* 2–5 years experience as Executive Assistant, Legal Secretary, Operations Executive, or Client Relationship Manager.

* Experience in a law firm, CA firm, or consultancy preferred.

Key Performance Indicators (KPIs)

1. Client response time below 30 minutes.

2. 100% deadline compliance.

3. Outstanding payments reduced below 30 days.

4. Daily task tracker maintained.

5. Weekly management reports submitted.

6. Client satisfaction above 90%.

7. Lead follow-up completion above 95%.