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.
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