Personal Secretary– Law Firm (Nairobi)

Role Objective

Our client is looking for a highly organized and dependable Personal Secretary to provide executive and administrative support to the firm’s department.

Core Duties and Responsibilities

• Manage executives' calendars, appointments, meetings, and travel arrangements.
• Coordinate communication by handling calls, emails, correspondence, and visitor inquiries professionally.
• Prepare, edit, proofread, and organize legal documents, reports, presentations, and other business correspondence.
• Schedule meetings, prepare meeting materials, record minutes, and follow up on action items.
• Maintain accurate filing systems, client records, and confidential documentation in both physical and electronic formats.
• Support client onboarding, document preparation, and other administrative processes within the firm.
• Liaise with clients, courts, service providers, and internal departments to ensure timely execution of assignments.
• Assist with billing administration, timesheet updates, expense records, and other office support functions.
• Monitor deadlines, track outstanding tasks, and ensure timely completion of assignments.
• Provide general administrative support and undertake any other duties assigned by management.

Job Specifications and Qualifications

• Diploma in Secretarial Studies, Business Administration, Office Management, or a related field. A bachelor's degree will be an added advantage.
• Minimum of 3 years' experience in a Personal Assistant, Executive Assistant, or Administrative Assistant role, preferably within a law firm or professional services environment.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, Outlook, and PowerPoint.
• Strong document preparation, office administration, and record management skills.

Key Competencies

• Excellent planning and organizational skills.
• Strong written and verbal communication abilities.
• High level of integrity, professionalism, and confidentiality.
• Exceptional attention to detail and accuracy.
• Ability to prioritize competing tasks and meet strict deadlines.
• Strong interpersonal skills with a client-focused approach.
• Ability to work independently and collaboratively in a fast-paced environment.