Legal Secretary- Westlands, Nairobi-2 Positions at Emerge Egress Consulting

Role Objective 

• A growing law firm based in Westlands seeks a proactive, highly organized and detail-oriented Legal Secretary to provide essential administrative, organizational, and document-processing support to legal practitioners, advocates, and firm partners and client care to ensure smooth daily office operations and timely handling of court filings and client matters.

Core Duties and Responsibilities

• Draft, type, format, and proofread legal correspondence, pleadings, notices, affidavits, and contracts as instructed by Advocates.
• Scan, upload, track, and serve court documents on the Judiciary e-Filing portal, and registry systems.
• Receive clients warmheartedly, handle the main switchboard, respond to routine email inquiries, and maintain a clean reception environment.
• Track court hearing dates, mention schedules, advocate diaries, and statutory deadlines to prevent missed appearances.
• File physical documents, maintain organized physical and electronic client folders, 
• Assist with generating basic fee notes, filing tax invoices recording petty cash disbursements, and managing office stationery stock.
• Assigning new file numbers, creating physical/digital cover sheets, entering matter details into case management software, and closing/archiving inactive client folders.
• Recording daily out-of-pocket operational costs (e.g., registry search fees, transport allowances for dispatch clerks, printing, and court filing fees).
• Screening prospective clients during initial visits, taking down initial case briefs/intake details, and briefing the assigned advocate before the client enters the boardroom.
• Tracking incoming and outgoing legal mail, process server dispatches, and rider delivery logbooks.
• Scheduling boardroom use for client meetings, depositions, or board meetings, ensuring refreshments and required documentation are ready.
• Coordinating office repairs, managing water/electricity token payments, and sourcing stationery suppliers to keep essential supplies stocked.
• Booking transport, accommodation, and managing itineraries for advocates traveling for out-of-station court circuits or out-of-town client assignments.
• Any other duties as allocated.

Job Specifications and Qualifications

• Certificate/Diploma in Secretarial Studies, Business Administration, Legal Studies, or a related field. 
• A Certificate in Legal Secretarial Studies is an added advantage.
• 2 years of experience in a law firm.

Key Competencies 

• Fast and accurate typing skills (minimum 50 WPM) with proficiency in MS Word, Excel, and PDF tools.
• Familiarity with basic legal terminology and court document structures.
• Excellent written and verbal communication skills in English and Kiswahili.
• High level of integrity, confidentiality, and discretion.
• Strong time management and organizational abilities