Minimum of 2 years legal secretarial and office administration experience in a corporate/service environment.
Highly proficient in Microsoft Office, particularly Word (cross referencing), Excel tables & formatting.
Experience in dealing with professional Institutes (e.g. LSK, KSL etc.).
Excellent typing skills, speed and accuracy.
Understanding and working knowledge on accounting systems.
Key Accountabilities:
Financial Tasks
Open new matters/files in 3E and share the assigned matter numbers with the relevant fee earners.
Process approved bills in the Firm's financial system (3E).
Ensure the timely preparation and dispatch of invoices and covering letters.
Respond to administrative queries relating to fee notes and invoices, and provide supporting documentation as required by clients, in liaison with the Finance team and fee earners.
Work proactively with the Finance Department to maintain up-to-date collection schedules and provide regular updates to the Partners.
Circulate bulk invoices to clients as directed by the supervising Partners.
Prepare periodic reports as required by the Partners.
Administrative Tasks
Manage Partners' calendars, including scheduling appointments, meetings, conferences, and reserving boardrooms.
Provide logistical support to Partners and teams, including meeting coordination, conference calls, and travel arrangements.
Coordinate the receipt and dispatch of daily mail and correspondence.
Liaise with clients on administrative and operational matters.
Coordinate the renewal of practising certificates for assigned Partners and registration
for Continuing Legal Education (CLE) programmes.
Maintain efficient departmental filing systems and ensure closed matters are archived promptly and appropriately.
Organise departmental meetings and prepare meeting minutes and action points.
Support the organization and coordination of Project Harambee EA client relationship engagements at the Group level relating to the IP/Technology team's Harambee clients, including scheduling meetings and preparing action points.
Practice Management Support
Review and acknowledge receipt of original client documents, including Powers of Attorney, certificates, and priority documents.
Share all correspondence relating to KIPI trademark and patent matters with clients, including searches, new filings, renewals, recordals, assignments, approvals, disclaimers, submissions, notices of opposition, and counterstatements.
Create and update client records in Interaction, including maintaining relevant activities and client information.
Upload all trademark and patent applications filed with KIPI into Foundation IP system.
COMPETENCIES:
Ability to work well under pressure without compromising work quality or standards.
Ability to meet deadlines with the view of adding value to the business by delivering the required results.
Work together with colleagues and staff to enhance the team's overall performance.
Display confidentiality, honesty and integrity always.
Excellent problem solving and analytical skills.
Good communication skills
Excellent Interpersonal skills
What We Offer:
A dynamic and collaborative working environment within a top-tier practice.
Exposure to high-profile transactions across Africa.
Clear career progression pathways and structured professional development.
Competitive remuneration package commensurate with experience.
The opportunity to contribute to a firm with genuine pan-African ambitions.