Role Objective 

Our client a well-established, full-service mid-sized law firm with diverse practice areas including litigation, corporate, real estate, and estates is seeking a highly organized and proactive Legal Secretaryto support their administrative team. This role ensures smooth office operations while assisting legal staff efficiently.

Core Duties and Responsibilities

• Ensuring that day to day activities run smoothly.
• Maintain accurate records in line with firm procedures.
• Track daily staff attendance register.
• Ensuring that the Office Library register is up to date as expected.
• Ensuring that liaison to advocates or their Personal Assistants is done in a timely fashion and relevant emails and calls are conveyed to them.
• Scanning all incoming documents as expected.
• Ensuring timely dispatch of documents and also follow up of invoices and their payments.
• Preparation and process 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.
• 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.
• 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.
• Support the planning and execution of office events, meetings, and departmental gatherings.
• 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 

• Excellent organizational and multitasking skills
• Independent thinking and problem-solving capabilities
• Discretion and confidentiality
• High integrity and professionalism
• Adaptability and flexibility in a dynamic environment
• Strong interpersonal and relationship management skills
• Exceptional verbal and written communication skills