Personal Assistant - Law Firm

Our client, a fast-growing law firm, is seeking a highly organized and proactive Personal Assistant to provide comprehensive administrative and secretarial support to Partners and legal teams.

Core Duties and Responsibilities

• Administrative & Secretarial Support: Deliver high-level administrative and secretarial assistance to lawyers, Partners, Associates, and other fee earners within the team. Keep track of messages and communications accurately.
• Correspondence & Email Management: Monitor emails, manage correspondence, and manage incoming/outgoing communication effectively.
• Document Preparation: Prepare, edit, proofread, and format legal materials. Provide fast and accurate audio and copy typing services.
• Filing & Document Control: Maintain filing systems, manage document control processes, archive records on the document management system, organize case files, index, and assemble documents.
• Client & Gatekeeper Relations: Welcome and direct clients professionally. Undertake extensive client contact, act as a gatekeeper to internal and external clients, assess client needs, and direct actions from the allocated Partner where necessary.
• Diary & Calendar Management: Undertake full management of the allocated Partner’s day, including comprehensive prioritization, identification of potential issues, providing solutions, and coordinating the calendars of team members. Set up internal and external meetings, lunches, and conference calls.
• Meetings & Minutes: Prepare, collate, and circulate agendas and all relevant papers for meetings. Attend meetings and produce accurate, detailed minutes in a timely manner. Communicate decisions, summarize action points, and implement follow-up systems.
• Travel Arrangements: Organize local and international travel arrangements (including itineraries and accommodation), anticipating additional requirements and contingency planning.
• Team Work & Event Support: Assist others in the team and at the firm, cover for absences, answer phone calls, ensure office supplies (like printers) are stocked, assist in project coordination, and help with team-wide or firm-wide events.
• Presentations & Marketing: Prepare PowerPoint presentations and Excel spreadsheets. Assist with the preparation of marketing materials and pitch pack documentation in liaison with the business development unit.
• Billing & Administration: Undertake billing/WIP management for the team, assist in the production of bills, and liaise with assigned lawyers and the credit control team.
• New Matter Opening: Manage the Registration Desk by completing forms for new clients, processing new file/matter openings, and undertaking conflict and other checks.
• Time Entries: Ensure weekly inputting of time recording entries onto timesheets for assigned lawyers whenever needed.

Job Specifications and Qualifications

• Education: A diploma in Secretarial studies or a degree in business management from a recognized institution.
• KCSE Requirements: KCSE C+ in English and Mathematics.
• Experience: Previous PA experience at Partner level or similar is essential, with legal secretarial experience being an added advantage.
• IT Proficiency: Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and document management systems.