Job Summary:
Our client is a law firm in Nairobi seeking a Personal Assistant who will be responsible to Perform routine administrative duties for both head of practice and team members including client file management, correspondence management, reception and meeting room management.
Responsibilities
- Provide an exceptional level of secretarial support to the lawyers within the team.
- Become recognized throughout the firm as reliable, responsible, and trusted to work closely with the Partners, Associates and other fee earners in the team. Liaise closely with a wide range of people across the firm, working as a team to deliver excellent service for our clients.
- Demonstrate an understanding of the firm, its sectors and how the PA’s role contributes towards success.
- Attend to general ‘PA duties’ including:
- Accurate message taking;
- Monitoring emails;
- File management;
- Audio/copy typing;
- Producing documents and correspondence in-house style;
- Archiving and filing on the document management system;
- Managing team expenses;
- Document organization, indexing and assembly of files;
- Performing duties of a highly confidential nature;
- Meeting and greeting clients
- Performing such other duties as may be assigned;
- Preparing, amending, marking up and proof-reading complex legal documents and correspondence:
- Undertake extensive client contact and act as a gatekeeper to both internal and external clients, taking full responsibility for any issues, assessing the clients’ needs and directing action from the allocated Partner where necessary.
- Communicate with clients – organizing meetings, making and taking telephone calls whenever necessary, monitoring emails from clients for the fee-earners.
- Undertake full management of the allocated Partner’s day including comprehensive prioritization, identification of potential issues, providing solutions and maintaining full control of the allocated Partner’s diary and email.
- Perform intensive day to day diary management and coordinating the calendars of members of the team.
- Set up and organize internal and external meetings, lunches and conference calls etc.
- Prepare, collate and circulate agenda and all relevant papers for meetings and when necessary, attend meetings and produce accurate, detailed minutes in a timely manner.
- Communicate any decisions made, summarize action points and implement follow-up systems to ensure points are actioned.
- Organize all travel arrangements – whether local or international travel (including itineraries and accommodation) and anticipate additional requirements and contingency planning in order to ensure the smooth running of all trips undertaken by the team.
- Team work:
- Assist others in the team and at the firm, covering for absence, picking up telephone calls for the team, ensuring printers are well stocked throughout the day;
- Assist in the coordination, supervision and completion of projects;
- Assist with team or firm-wide events;
- Prepare of PowerPoint presentations and Excel spreadsheets
- Assist with the preparation of marketing materials and pitch pack documentation. Liaising with the business development unit in this regard.
- Undertake billing/WIP management for the team, assisting in the production of bills and liaising with assigned lawyers and the credit control team.
- Registration Desk – undertake form completion for new client and new file/matter openings, conflict and other checks.
- Time sheet entries – ensure weekly inputting of time recording entries onto time-sheets for assigned lawyers whenever needed.
- Develop and maintain computerized spreadsheets and databases to enter information and generate reports.
- Provide general administration services to the team.
Qualification & Experience
EDUCATION:
- A diploma or certificate in secretarial studies or business management from a recognized institution
- KCSE C- in English and Mathematics
EXPERIENCE:
- Previous PA experience at Partner level or similar is essential, with legal secretarial experience being an added advantage
- Proficiency in Microsoft Office
SKILLS:
- Excellent verbal and written communication skills with an ability to communicate effectively at all levels
- Ability to work proactively when identifying and finding solutions to problems – exceptional levels of initiative
- Exceptional organizational skills with ability to prioritize a busy and varied workload
- Ability to ensure a high level of attention to detail is shown consistently on all fronts
- Excellent client service skills, with both internal and external clients
- A ‘can do’ attitude, willingness to learn and expand knowledge and skills within the role, approach ability, flexibility as to hours and the role itself, a practical/common sense approach
- Ability to build and maintain constructive relationships with individuals (particularly clients) at different levels of seniority
- Strong IT proficiency with advanced knowledge of Word, Excel, Outlook, PowerPoint and document management systems
- Excellent phone manner – internally and externally coupled with an ability to communicate clearly and to listen effectively
- Accuracy and speed in audio/copy typing (at least 60 words per minute) and marking up and formatting documents required
- Proven ability to work effectively as a team player, supporting colleagues within the team and business support services teams
- Ability to remain calm under pressure and work to tight deadlines
Qualified candidates are advised to share updated CV to [email protected] by 23nd June 2023 indicating as the subject of the email.
