Role Overview
Our client, a well-established mid-tier law firm, is looking to recruit a highly organized and dependable Administrative Secretary – Legal. The successful candidate will play a key role in supporting office operations and providing administrative assistance within a busy legal environment. The role involves managing daily administrative workflows, maintaining filing systems, and acting as a primary point of contact for the firm.
Core Duties and Responsibilities
- Oversee daily administrative workflows to ensure smooth office operations.
- Maintain organized filing systems, records, and registers for easy access and retrieval.
- Handle incoming and outgoing communications, including emails, phone calls, and official correspondence.
- Keep office records such as library registers updated and well-managed.
- Support communication between legal staff and their assistants, ensuring timely message delivery.
- Scan, file, and archive documents accurately.
- Assist in preparing, processing, and tracking documents and invoices.
- Prepare payment vouchers and support basic financial documentation processes.
- Monitor office cleanliness and ensure a conducive working environment.
- Manage calendars, appointments, and meeting schedules for partners and team members.
- Prepare meeting notes, summaries, and reports as required.
- Manage front desk operations and ensure professional handling of all inquiries.
- Draft, type, and format documents as needed by legal staff.
- Assist in petty cash management and basic budget tracking for administrative expenses.
- Ensure timely settlement of subscriptions, statutory payments, and utility bills.
- Act as a link between the firm and external parties such as clients, suppliers, and regulatory bodies.
- Support planning and coordination of meetings, events, and internal activities.
- Manage procurement and inventory of office supplies.
- Coordinate travel arrangements including bookings, accommodation, and related logistics.
- Address office maintenance issues and ensure operational continuity.
- Carry out any other assigned administrative duties.
Job Specifications and Qualifications
- Diploma in Law, Business Administration, Communication, or a related discipline.
- Minimum of 2 years’ relevant experience in a similar role.
- Proficiency in Microsoft Office applications.
Key Competencies
- Strong organizational and multitasking abilities.
- Good analytical thinking and problem-solving skills.
- Ability to handle sensitive information with confidentiality.
- Professionalism and high ethical standards.
- Adaptability in a fast-paced work setting.
- Excellent written and verbal communication skills.
How to Apply
Interested and qualified candidates should forward their CV to: careers@emergeegressconsulting.com using the position as the subject of the email.
