Kathy Tong
Summary
Highly analytical and dedicated professional with a strong commitment to leverage extensive experience in all aspects of legal services and operations management, executive assistance, and office administration within the legal industry.
Overview
10
10
years of professional experience
4035
4035
years of post-secondary education
5
5
Certifications
2
2
Languages
Work History
Personal Assistant, Corporate, Real Estate, Restructuring, & Employment Teams
Hill Dickinson LLP
02.2024 - Current
- Provide effective assistance to Corporate, Real estate, Restructuring, and Employment teams and delivered effective support to six partners, including Head of Leeds Office and served as central point of contact for internal teams to facilitate effective communication in Business Services Group.
- Supported six partners by managing schedules and coordinating travel arrangements for operational efficiency.
- Led client matter opening, matter closing and billing processes to ensure timely invoicing and optimal financial tracking.
- Coordinated recruitment scheduling with internal teams and candidates to find mutually convenient times.
- Managed the scheduling interviews for the Northern Financial Director Awards, liaised with candidates and judges to ensure smooth execution and ensured effective communication among all parties involved in the awards event.
- Coordinated corporate events and internal company events.
- Organized monthly Partners and Legal Directors meetings and conference calls.
- Managed client account funds and transfers to third parties or clients as per regulatory standards and conducted bank verifications with third parties and clients for payment processing.
- Drafted engagement letters detailing service scope, terms and conducted conflict searches and matter opening by using Intapp system to maintain compliance with legal standards.
Practice Assistant, Banking & Finance Team
White & Case
12.2020 - 10.2023
- Managed comprehensive administrative tasks to support legal operations for seamless office functionality. Developed and implemented organizational systems for efficient document management and client data retrieval. Oversaw complex visa applications for fee earners, demonstrating meticulous attention to detail and understanding of legal requirements.
- Supported one British partner and one New Zealander partner, along with two Associates and one Legal Manager in Banking and Finance.
- Executed top-tier strategies when organising travel, including overseeing of visa applications, utilising agent support and online tools.
- Managed multiple calendars, orchestrated scheduling intricacies across several attorneys, clients, offices, and time zones.
- Co-ordinated internal and external meetings with attention to meeting requisites (visitor accommodations, meeting rooms, video conferencing, and dial-in provisions).
- Nurtured professional liaisons with other legal practitioners and professional entities on partner's behalf, whilst keeping updated record of client interactions in InterAction, coupled with meticulous client/matter cataloging.
Practice Assistant, Float
White & Case
01.2020 - 01.2022
- Delivered comprehensive administrative support to legal professionals within banking and finance department to drive efficient operations and client service excellence. Co-ordinated assembly and dispatch of legal documents, requiring original signatures for multi-party agreements. Maintained orderly storage of client and matter-related communications within firm's document management system, FileSite Workspaces. Crafted and refined broad range of client correspondence, including letters and presentations, while maintaining meticulous attention to detail. Generated and processed client invoices under partner direction and compiled legal forms/documents for timely submissions to regulatory bodies. Reconciled business and personal expenses, categorising and processing them with precision.
- Stepped in during secretarial absences across various practice groups and functional departments, such as Dispute Resolution, Banking and Finance, Corporate/M&A, and Capital Markets, covering both debt and equity sectors.
Float Secretary – China Operations Department (6 Months Contract)
Linklaters
01.2020 - 06.2020
- Orchestrated and synchronized intricate schedules for co-ordinating internal and external meetings. Streamlined complex travel logistics for ensuring efficient arrangements. Administered accurate processing of fee earners’ expense claims. Executed pivotal administrative support for tasks, such as matter initiation, time tracking, filing, and billing. Crafted proficient legal correspondence.
- Facilitated seamless management of secretarial absences within practice groups and functional departments, encompassing Banking and Finance, Dispute Resolution, Corporate / M&A, and Capital Markets, Spanning debt and equity domains.
- Produced compelling PowerPoint presentations, employing tailored Linklaters house style templates.
Legal Secretary – Corporate and Litigation Teams
Locke Lord
08.2018 - 11.2019
- Provided administrative support to Corporate and Litigation teams, including CPD applications, legal correspondence, scheduling, company and land searches, billings, document management and expense processing.
- Supported two American partners in significant legal matters, including IPOs, M&A, and litigation.
- Spearheaded international travel arrangements, including flight bookings and accommodations for business trips.
Secretary - Corporate & Securities Team
King & Wood Mallesons
09.2017 - 06.2018
- Provided effective administrative support to corporate and securities team. Conducted thorough client due diligence and AML compliance checks, upholding integrity of legal processes. Oversaw FileSite and Outlook calendar management to optimise scheduling and information retrieval. Developed and delivered engaging PowerPoint presentations for business development efforts to foster efficient expense claim processing for legal professionals. Delivered translation services for legal documents across English and Simplified Chinese.
- Streamlined travel arrangements for attorneys, securing flights and accommodations for international business trips.
- Enabled assembly of verification notes for IPO prospectuses and prepared submission packs for HKEX and SFC.
Secretary - Corporate Team
Slaughter and May
08.2015 - 09.2017
- Implemented comprehensive billing processes for accurate preparation of bills and input of timesheet data. Supervised travel arrangements and accommodation for business trips to streamline logistics for fee earners. Steered the submission of expense claims and co-ordinated Continuing Professional Development (CPD) applications to drive compliance with professional standards. Led seamless delivery of translation services for legal documents to elevate communication across English, Traditional Chinese, and Simplified Chinese. Supported the creation of PowerPoint presentations for critical meetings, contributing to effective information dissemination.
- Administered application process for renewal of registration as foreign lawyer and removal of supervision condition, adhering to The Law Society of Hong Kong's requirements.
- Drafted and prepared various legal correspondences and documents, including IPOs, M&As, loan agreements, and statutory declarations to confirm legal accuracy and adherence to the company's ordinance and listing rules.
Education
Master of Laws - Arbitration & Dispute Resolution
City University of Hong Kong
Hong KongBachelor of Media & Communication -
Queensland University of Technology
Additional Experiences
- June 2014 - August 2015 - Secretary – Commercial and Conveyancing Teams at Sit, Fung, Kwong & Shum Solicitors, Hong Kong
- August 2011 - March 2014 - Administration Assistant – Property Team (Part-time) at National Properties Holdings Limited, Hong Kong
Certification
Certificate in Human Resource Management, | HR Certification Institute
Timeline
Personal Assistant, Corporate, Real Estate, Restructuring, & Employment Teams
Hill Dickinson LLP
02.2024 - Current
Certificate in Human Resource Management, | HR Certification Institute
01-2023
Practice Assistant, Banking & Finance Team
White & Case
12.2020 - 10.2023
Practice Assistant, Float
White & Case
01.2020 - 01.2022
Float Secretary – China Operations Department (6 Months Contract)
Linklaters
01.2020 - 06.2020
Diploma in Legal Studies, Certificate in Legal Studies, 2019 | HKU School of Professional & Continuing Education
01-2019
Legal Secretary – Corporate and Litigation Teams
Locke Lord
08.2018 - 11.2019
Secretary - Corporate & Securities Team
King & Wood Mallesons
09.2017 - 06.2018
Secretary - Corporate Team
Slaughter and May
08.2015 - 09.2017
Professional Diploma in Accounting, 2012 | Sacred Heart Canossian College of Commerce
01-2012
LCCI Level 1 English for Business Pass with Credit, 2009
01-2009
LCCI Level 1 Book-keeping Pass with Distinction, 2009
01-2009
Master of Laws - Arbitration & Dispute Resolution
City University of Hong Kong
Bachelor of Media & Communication -
Queensland University of Technology
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