This role is for a Legal Administrative Assistant supporting a full-service, medium-sized law firm that handles diverse practice areas including litigation, real estate, corporate, and estates. The goal is to hire an efficient individual to join the administration team and ensure the smooth operation of daily activities.
Core Duties and Responsibilities
- Ensuring that day-to-day activities run smoothly.
- Maintain proper records as per the firm’s process.
- Maintenance of daily staff attendance register.
- Ensuring that the Office Library register is up to date as expected.
- Ability to receive and respond to calls and handle a busy switch board.
- Ensuring that liaison to advocates or their Personal Assistants is done in a timely fashion and relevant emails and calls are conveyed to them.
- In charge of scanning all incoming documents as expected.
- Ensuring timely dispatch of documents and also follow up of invoices and their payments.
- Preparation and writing of vouchers.
- Supervision of office cleaning, hygiene and sanitation.
- Organizing and diarizing scheduling appointments, meetings and coordinating meetings for partners and staff members in a pro-active and efficient manner.
- In charge of overseeing operational and administrative tasks to ensure the office is functioning optimally.
- Preparing briefs, minutes and reports for the meetings in a timely manner.
- Handling reception and corporate communication via various channels, calls, emails, online platforms in the various set out protocol.
- Attending to mail, phone calls and other corporate communication tools appropriately.
- Carry out various secretarial duties, typing and drafting for staff members as required.
- In charge of preparation of Petty Cash and other administrative budgets, follow up on resources utilization reports.
- In charge of ensuring that various subscriptions for the partners and firm and bills due are paid on a timely basis.
- Coordinate logistical aspects for the partner and the office team such as accommodation, travel, visas and transfers at various points and destinations.
- Handle all maintenance, repairs and operational issues to ensure seamless operations.
- Act as the key liaison contact for the office between the various stakeholders such as government authorities, suppliers, clients, staff etc.
- Prepare and be an integral part of execution team for office events as needed such as departmental and office meetings, dinner events etc.
- Filing and proper records of documents.
- Requisition of office stationery and supplies and ensuring that replenishment is done in good time and no gaps that could lead to inefficiency as well as in charge of stock management.
- Any other duties as allocated.
Job Specifications and Qualifications
- Diploma in Law/Business Administration/ Communication and or related field.
- At least 3 years’ experience.
- Proficiency with MS Office Suite.
Key Competencies
- Super organizational skills.
- Independent Thinking skills.
- High Integrity.
- Confidentiality.
- Adaptability and Flexibility.
- Great Interpersonal Skills.
- Excellent verbal and written communication skills.
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