Legal Secretary

Role Objective 

• Our client, a reputable mid-sized full-service law firm, is seeking a detail-oriented and proactive Legal Secretary to join their team.
• The ideal candidate will provide comprehensive administrative and secretarial support to ensure efficient daily operations within a fast-paced legal environment.

Core Duties and Responsibilities

• Coordinate and supervise day-to-day administrative and operational functions within the office.
• Maintain up-to-date records, registers, and structured filing systems.
• Manage incoming and outgoing correspondence including mail, telephone calls, and other official communication channels.
• Ensure the office library register is accurately updated and maintained.
• Facilitate timely communication between advocates and their Personal Assistants, ensuring relevant calls and emails are relayed promptly.
• Scan and properly file all incoming documentation.
• Oversee document preparation, processing, dispatch, and follow-up on invoices.
• Prepare and process payment vouchers as required.
• Supervise office cleanliness, hygiene, and sanitation standards.
• Proactively manage diaries, schedule appointments, and coordinate meetings for partners and staff.
• Ensure smooth execution of administrative and operational tasks to maintain optimal office functionality.
• Prepare meeting briefs, minutes, and reports within required timelines.
• Manage front office operations and corporate communications via phone, email, and online platforms in accordance with established protocols.
• Perform secretarial duties including typing, drafting, and document formatting as required by staff.
• Prepare petty cash reconciliations and assist in monitoring administrative budgets and resource utilization.
• Ensure timely payment of firm subscriptions, statutory obligations, and utility bills.
• Serve as the primary liaison between the firm and external stakeholders including government agencies, suppliers, clients, and staff.
• Assist in organizing office functions, meetings, and departmental activities.
• Oversee procurement and stock management of office stationery and supplies to prevent shortages.
• Coordinate logistics for partners and staff including travel arrangements, accommodation, visa processing, and transfers.
• Address maintenance, repair, and operational matters to ensure uninterrupted office operations.
• Perform any additional duties as assigned from time to time.

Job Specifications and Qualifications

• Diploma in Law/Business Administration/ Communication and or related field.
• At least 2 years’ experience.
• Proficiency with MS Office Suite

Key Competencies 

• Strong organizational and time-management skills with the ability to multitask effectively.
• Excellent analytical and problem-solving capabilities.
• High level of discretion with the ability to handle confidential information.
• Professional conduct and ethical integrity.
• Flexibility and ability to adapt in a dynamic work environment.
• Effective written and verbal communication skills.