Legal Secretary

Core Duties and Responsibilities

• Daily Operations: Ensuring that day-to-day activities run smoothly and overseeing operational and administrative tasks to ensure the office functions optimally.
• Records & Stock Management: Maintaining accurate records in line with firm procedures, tracking staff attendance registers, and updating the Office Library register. Requisitioning office stationery and supplies while ensuring timely replenishment and stock management.
• Liaison & Communication: Acting as a key contact between various stakeholders including government authorities, suppliers, clients, and staff. Ensuring timely communication with advocates and their Personal Assistants via calls, emails, and online platforms.
• Documentation: Scanning all incoming documents, ensuring timely dispatch of documents, and following up on invoices and payments. Carrying out secretarial duties such as typing and drafting as required.
• Financial Administration: Preparation and processing of vouchers, managing petty cash, preparing administrative budgets, and tracking resource utilization. Ensuring various firm and partner subscriptions/bills are paid on time.
• Scheduling & Logistics: Organizing and diarizing appointments, meetings, and coordinating schedules for partners and staff. Coordinating logistical aspects such as travel, visas, accommodation, and transfers.
• Meeting Support: Preparing briefs, minutes, and reports for meetings in a timely manner. Supporting the planning and execution of office events and departmental gatherings.
• Facilities Management: Supervising office cleaning, hygiene, and sanitation. Handling all maintenance, repairs, and operational issues to ensure seamless office functioning.

Requirements and Qualifications

• Education: Diploma in Law, Business Administration, Communication, or a related field.
• Experience: At least 3 years’ of relevant work experience, preferably in a law firm environment.
• Technical Skills: Proficiency with MS Office Suite (Word, Excel, PowerPoint).

Key Competencies

• Excellent organizational and multitasking skills.
• Independent thinking and problem-solving capabilities.
• Discretion and high levels of confidentiality.
• High integrity and professionalism.
• Adaptability and flexibility in a dynamic environment.
• Strong interpersonal and relationship management skills.
• Exceptional verbal and written communication skills.

How to Apply

Interested and qualified candidates should forward their CV to: careers@emergeegressconsulting.com using the position title as the subject of the email.