Legal Secretary at Ital Global

 Duties & Responsibilities:

• Carry out secretarial work where assigned
• Handle incoming and outgoing calls and deliveries, redirecting and routing inquiries, information, correspondence as appropriate
• Make telephone calls upon request
• Control telephone usage by staff ensuring no unauthorized calls are made and recording all calls made
• Delivery, receipt and distribution of mail from courier services
• Receive, attend at front desk and direct visitors to various meeting rooms and arrange all the necessary requirements for meetings/trainings e.g. training materials, soft drinks etc. as appropriate.
• Ensure requisition and distribution of office/staff supplies.
• Ensure all telephone faults and faulty equipment are reported on time and making appropriate follow up and providing feedback to HR & Admin Manager.
• Check out repairs in the office and ensure that appropriate repairs and preventive maintenance are carried out and ensuring operation of equipment.
• Ensure office electricity bill is paid in time and liaise with the cashier and any other office bills
• File all statements and personal letters for the directors.
• Ensure the cabinets in the director’s office are properly arranged always.
• Supervise and check general cleanliness of the entire offices.
• Type all the secretarial work issued out by the advocates.
• Retrieve all the court files and ensure they are up to date.
• Receiving hearing notice and checking with the diary on the suitability of dates.
• Maintaining the office diary at the reception which is properly updated with the court dates in the office.
• Diarize all meetings for both directors and hearing dates for the law firm.
• Maintain a systematic building up system for the law firm works.
• Retrieve the case files two weeks before the hearing for preparations.
• Calling the witness before the hearing dates as directed by the advocate.
• Updating the client on the progress of the matters with the supervision of the advocate.
• Following up on medical reports for the clients
• Following up on delegated assignments
• Prepare tender documents for the law firm and follow through
• To perform any other duties that maybe assigned by the management from time to time.

Qualifications & Requirements

• Diploma in Legal Studies and or related field
• Minimum 5 years’ experience as a legal secretary or paralegal
• KNEC Secretarial Certification
• Proficiency with MS Office & typing speed of at least 50 wpm with a high rate of accuracy.
• Familiarity with legal documents, legal terminology and government regulations.

Competencies & Skills

• Able to effectively prioritize, multitask effectively and meet deadlines
• Courteous and professional demeanor with strong sense of discretion
• Able to work as a team with attorneys and staff
• Excellent and outstanding written, oral communication skills, and interpersonal abilities
• Must uphold confidentiality and be proactive.
• Committed to professional values and work ethics with a high sense of integrity and honesty.
• Excellent organizational, great management and multi-tasking skills
• Team player
• Possess ultimate customer service skills
• Ability to work under pressure
• Maintain a high profile in the day to day operations.