Lynne Zhuo Miaoshan
Summary
Professional with background in administrative support, prepared to contribute to team success. Experience in managing schedules, organizing meetings, and handling communications to ensure smooth operations. Known for strong collaboration and reliability, adapting to changing needs seamlessly. Proficient in multitasking and detail-oriented.
Overview
9
9
years of professional experience
Work History
Team Assistant
L'Oreal
09.2022 - Current
- Handling administrative and technical assistance: calendar management, organization of business travel, entering receipts for expenses, processing mail, preparing responses, orders for office equipment setup, etc.
- Organize and coordinate the manager's and team's activities.
- Support in the organization of regional meetings.
- Coordinate the arrival of new employees (transfer files, onboarding, IT, telephone requests, etc.).
- Put together and maintain files and aids for internal and external meetings
- Gather, communicate, and dispatch information throughout the team.
- Handle delicate and unexpected situations and facilitate the resolution of ongoing problems.
Secretary (Corporate / Marine Department)
Clyde & Co Clasis Singapore
04.2022 - 07.2022
- Arranging internal and external meetings: taking care of room bookings and liaising with the Facilities team regarding virtual meetings (Microsoft Teams); running test call before the actual meeting and ensuring it runs smoothly
- Arranging local/overseas business meetings with the clients; planning ideal route for partner while travelling; drafting travel itinerary for ease of business travels
- In charge of Marine team weekly breakfast arrangements (attendance, food selection)
- File opening via IntApp Open; 3rd Party invoice claim via Chrome River; Billing via 3E; Recording Fee Earners time via IntApp Time; Profiling documents/emails via iManage; Updating client’s records via InterAction
- Ensuring billing procedure is smooth (Draft BG for review etc.), narratives and billing amount / rates are accurate by coordinating with finance and billing lawyer/partner
- Undertaking printing/tabbing of hearing/meeting documents
- Drafting Letter of Engagement and proceed to send out to clients, Sending out Engrossed invoices to clients for payment and subsequently reminder email for payment
- Reason for leaving: Better Career Development
Secretary (Corporate / Litigation Department)
INCISIVE LAW LLP (Ince & Co.)
12.2021 - 04.2022
- Arranging internal and external meetings: taking care of room bookings and liaising with the Facilities team regarding virtual meetings (Microsoft Teams)
- Managing and coordinating the billing process on matters in Elite software: preparing WIP reports; liaising with fee earners to discuss what should be billed; producing/reviewing/amending narratives; liaising with the Accounts Team; drafting routine billing correspondence and covering letters to be sent out to the clients, checking draft bills are correct, ensuring bills are sent out on time and comply with any specific client Service Level Agreements
- Inputting time entry in IntApp and Smart Time software
- Managing and coordinating the lawyer’s expenses claims process on behalf of fee earners (medical and business expenses) in Chrome River software
- Managing all incoming documentation, post, couriers, ensuring all hard copy correspondence/ documentation is electronically scanned and saved to the appropriate folders in the document management system; dealing with outgoing post, couriers, faxes; collating and checking enclosures and ensuring all fee earner instructions have been followed
- Undertaking any printing, photocopying, and scanning as required, ensuring that documents are collated in the correct order, including execution printings and binding and creation of files/folders
- Maintaining and managing DMS and paper filing, including data room documentation; updating non-matter- related files and closing files when work is complete
- Handling Director’s flight and accommodation in Singapore when necessary
- Coordinate with Beijing office on Directors matter; billing/schedule
- Handling Director’s religious matter
- Overlook and handle Director’s Singapore personal and corporate matter (Renewing Passport for director and his family when necessary; handle personal insurance claims and ad-hoc duties)
- Reason for leaving: I am looking for better career prospects, professional growth and work opportunities
Secretary (Corporate Department)
Shook Lin & Bok
12.2021 - 04.2022
- Arranging internal and external meetings: taking care of room bookings and liaising with the Facilities team regarding virtual meetings (Zoom/WeBex/Microsoft Teams)
- Arranging business lunches for Fee Earners with Clients
- Managing and coordinating the billing process on matters in 3E software: preparing WIP reports; liaising with fee earners to discuss what should be billed; producing/reviewing/amending narratives; liaising with the Accounts Team; drafting routine billing correspondence and covering letters to be sent out to the clients, checking draft bills are correct, ensuring bills are sent out on time and comply with any specific client Service Level Agreements
- Preparing/Drafting the first Letter of Engagements
- Inputting time entry
- Managing and coordinating the lawyer’s expenses claims process on behalf of fee earners (medical and business expenses)
- Managing all incoming documentation, post, couriers, ensuring all hard copy correspondence/ documentation is electronically scanned and saved to the appropriate folders in the document management system; dealing with outgoing post, couriers, faxes; collating and checking enclosures and ensuring all fee earner instructions have been followed
- Undertaking any printing, photocopying, and scanning as required, ensuring that documents are collated in the correct order, including execution printings and binding and creation of files/folders
- Maintaining and managing electronic and paper filing, including data room documentation; updating non-matter- related files and closing files when work is complete
- Reason for leaving: I am looking for better career prospects, professional growth and work opportunities
Temporary 8 months, Legal PA
Allen & Overy LLP
11.2019 - 11.2021
- Arranging internal and external meetings: taking care of room bookings and liaising with the Facilities team regarding catering, equipment etc
- Organising and booking travel in line with business needs and office protocols, including researching the most cost-effective transport and accommodation options, booking flights, managing visa applications and setting up business meetings on behalf of fee earners
- Arranging business lunches
- Managing and coordinating the billing process on behalf of fee earners: preparing billing guides and WIP reports; liaising with fee earners to discuss what should be billed; producing/reviewing/amending narratives; liaising with the Accounts Team; drafting routine billing correspondence and covering letters to be sent out to the clients, checking draft bills are correct, ensuring bills are sent out on time and comply with any specific client Service Level Agreements
- Inputting time into the time recording system via Carpe Diem Time Entry; processing expenses
- Logging and reporting all business development activities; maintaining up to date client contact information using the EPiC database and maintaining up to date client/matter lists
- Coordinating client events, liaising with the Business Development team, and attending events where required
- Producing/ drafting and amending documents and correspondence such as letters, emails, memos and faxes, reports, legal forms, producing spreadsheets; proofreading and checking own work and others work for accuracy, consistency, and sense to ensure it meets the firm's standards
- Managing all incoming documentation, post, couriers, faxes, ensuring all hard copy correspondence/ documentation is electronically scanned and saved to the appropriate folders in the document management system; dealing with outgoing post, couriers, faxes; collating and checking enclosures and ensuring all fee earner instructions have been followed
- Undertaking any printing, photocopying and scanning as required, ensuring that documents are collated in the correct order, including execution printings and binding and creation of files/folders
- Undertaking all necessary actions and completing all paperwork in relation to new client instructions, including matter/client opening forms, liaising with Business Acceptance Unit (BAU) to ensure conflict checks are completed and anti-money laundering regulations are complied with, producing engagement letters, and opening hard copy client files
- Maintaining and managing electronic and paper filing, including data room documentation; updating non-matter- related files and closing files when work is complete
- Reason for leaving: No head count and I am looking for better career prospects, professional growth and work opportunities
Full-time, Receptionist
Allen & Overy LLP
12.2018 - 08.2019
- Managing Helpdesk emails and collate of internal requests
- Managing incoming/outgoing local/overseas courier arrangement; handle mails correspondences, and follow-up on documents independently
- Provide confidential secretarial and administration support to organization
- Data entry and filing
- Arranging meeting rooms and video conference/WebEx booking using Cisco System
- Setting up conference calls internally and externally via Arkadin
- Preparing meeting’s material and stationery need
- Managing office supplies and stationeries; requisition of office and pantry supplies
- Organizing manager schedules
- Plan and coordinate meetings, lunches, and appointments
- Process and issue temporary building pass, accommodations, and flight arrangements to visitors from internal office
- Manages staff Annual Leaves, Time offs, special leaves
- Assist client with ad-hoc requests
- Reason for leaving: A change in career direction
Full-time, Marketing Executive
Heguru Enrichment Centre
09.2015 - 12.2018
- Reports into the centre principal and CEO based in China
- Marketing administration
- Planning of events
- Collaboration with educational centre and malls for events and promotions
- Cover receptionist duties and office admin
- Reason for leaving: A change in career direction
Full-time, Receptionist
Herbert Smith Freehills
05.2015 - 08.2015
- Managing Helpdesk emails and collate of internal requests
- Managing incoming/outgoing local/overseas courier arrangement; handle mails correspondences, procurement and follow-up on documents independently
- Provide confidential secretarial and administration support to organization
- Data entry and filing
- Arranging meeting rooms and video conference booking using Condeco System; Preparing meeting’s material and stationery need
- Managing office supplies and stationeries; handling petty Cash; requisition of office and pantry supplies
- Organizing manager schedules
- Oversee distribution of gifts to clients on festive seasons
- Plan and coordinate meetings and appointments
- Process and issue temporary building pass to visitors from internal office
- Reason for leaving: Looking for a change in career direction
Education
Diploma - Commerce (Human Resource Management)
Kaplan Higher Education Institute
12.2016
Nitec - Service Skills (Retail)
Institution of Technical Education
03.2011
GCE N(A) Levels -
Sembawang Secondary School
12.2008
Skills
- Expense Reporting
- Meeting planning
- Calendar Management
- Travel Arrangements
- Proofreading documents
- Work Planning and Prioritization
Expected Availability
2 Months Notice
Personal Information
- Date of Birth: 07/23/92
- Marital Status: Single
Additional proficiencies
Written and Spoken
English
Mandarin
Timeline
Team Assistant
L'Oreal
09.2022 - Current
Secretary (Corporate / Marine Department)
Clyde & Co Clasis Singapore
04.2022 - 07.2022
Secretary (Corporate / Litigation Department)
INCISIVE LAW LLP (Ince & Co.)
12.2021 - 04.2022
Secretary (Corporate Department)
Shook Lin & Bok
12.2021 - 04.2022
Temporary 8 months, Legal PA
Allen & Overy LLP
11.2019 - 11.2021
Full-time, Receptionist
Allen & Overy LLP
12.2018 - 08.2019
Full-time, Marketing Executive
Heguru Enrichment Centre
09.2015 - 12.2018
Full-time, Receptionist
Herbert Smith Freehills
05.2015 - 08.2015
Nitec - Service Skills (Retail)
Institution of Technical Education
GCE N(A) Levels -
Sembawang Secondary School
Diploma - Commerce (Human Resource Management)
Kaplan Higher Education Institute
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