Legal Secretary- Westlands, Nairobi-2 Positions

Role Overview

This position keeps the wheels turning at a busy Westlands-based law firm, acting as the administrative anchor for advocates, partners and the clients they serve. Day to day, you will turn instructions into polished, filing-ready documents, keep court dates and deadlines firmly on the radar, and make sure every visitor, call and courier is handled with professionalism. The work directly protects the firm from missed appearances, lost files and billing gaps — which is why accuracy and follow-through matter as much as speed.

Key Responsibilities

• Draft, type, format and proofread pleadings, affidavits, notices, contracts and general legal correspondence as directed by advocates, checking each document for consistency and correctness before it leaves the office.
• Handle the full e-filing cycle: scan and upload court documents to the Judiciary e-Filing portal, serve them through the relevant registry systems, and track submissions until confirmation is received.
• Run the front office — welcome clients and visitors courteously, manage the main switchboard, answer routine email enquiries, and keep the reception area presentable at all times.
• Screen prospective clients on their first visit, capture preliminary intake details and case background, and brief the assigned advocate before the client is ushered into the boardroom.
• Maintain the firm's diary systems by logging hearing dates, mention schedules, advocate appointments and statutory deadlines, flagging anything at risk of being missed.
• Open, organise and close files: assign new file numbers, prepare physical and digital cover sheets, capture matter details in the case management system, and archive inactive client folders.
• Support billing and petty cash records by preparing basic fee notes, filing tax invoices, and logging daily out-of-pocket costs such as registry search fees, dispatch clerk transport, printing and court filing charges.
• Coordinate logistics and office upkeep — track incoming and outgoing legal mail, process server dispatches and rider logbooks, book the boardroom with refreshments and documents ready, arrange transport and accommodation for out-of-station court circuits, and oversee repairs, utility tokens, stationery stock and supplier sourcing, plus any other duties allocated.

Requirements & Qualifications

• A Certificate or Diploma in Secretarial Studies, Business Administration, Legal Studies or a closely related discipline; a Certificate in Legal Secretarial Studies is a distinct advantage.
• At least two years of hands-on experience working within a law firm environment.
• Fast, accurate typing at a minimum of 50 words per minute, with solid working knowledge of MS Word, Excel and PDF editing tools.
• Comfort with legal terminology and the standard structure and formatting conventions of court documents.
• Strong written and spoken communication in both English and Kiswahili.
• Demonstrated integrity, confidentiality and discretion when handling sensitive client and matter information.
• Excellent time management and organisational skills, with the ability to juggle competing priorities and tight deadlines.