The successful candidate will provide administrative, secretarial and operational support to the firm\'s partners and legal team, ensuring efficient office management, effective coordination and smooth day-to-day operations.
The role requires a proactive, polished and detail-oriented professional with excellent communication skills, sound judgment and the ability to handle multiple responsibilities in a fast-paced legal environment.
Core Duties and Responsibilities
Provide secretarial support, including typing, formatting, proofreading and preparation of correspondence, reports and other official documents.
Manage incoming and outgoing correspondence, calls, emails and general office communication.
Receive, scan, file and maintain legal and administrative documents, registers and records.
Facilitate timely communication and follow-ups between advocates, clients and other stakeholders.
Oversee general office operations, including reception, office maintenance, cleaning, hygiene and service providers.
Manage office supplies, inventory, stationery requisitions and subscriptions.
Assist with petty cash, payment vouchers, invoice follow-ups, utility bills and administrative budgets.
Coordinate meeting logistics, prepare meeting materials and take minutes where required.
Liaise with clients, suppliers, government offices and other external stakeholders on administrative matters.
Ensure the firm\'s library register and other administrative records are accurately maintained.
Undertake other administrative responsibilities as assigned.
Job Specifications and Qualifications
Diploma in Law, Business Administration, Secretarial Studies, Communication or a related field.
At least four (4) years relevant administrative or secretarial experience. Experience in a law firm or professional services environment will be an added advantage.
Proficiency in Microsoft Office applications.
Key Competencies
High level of professionalism, discretion and confidentiality.
Strong written and verbal communication skills.
Excellent organizational and multitasking abilities.
Exceptional attention to detail and accuracy.
Good interpersonal and stakeholder management skills.
Proactive, dependable and solutions-oriented.
Ability to work independently and manage competing priorities.