Personal & Administrative Assistant at Janta Kenya

Job Summary: 

We are in search of a reliable Personal & Administrative Assistant to offer comprehensive administrative and secretarial assistance to our legal team. The ideal candidate will possess exceptional organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. As a Personal Assistant, you will play a pivotal role in ensuring the smooth functioning of our firm by managing administrative tasks, assisting with client relations, facilitating legal processes, and overseeing office operations.

Key Responsibilities

Travel Coordination:

• Arrange domestic and international travel accommodations, including flights, accommodations, transportation, and itineraries for team members.

Email Management:

• Monitor and manage the Managing Partner’s email inbox, prioritize emails, draft responses, and follow up on action items as necessary.

Client Meeting and Event Logistics:

• Coordinate logistics for client meetings, including scheduling appointments, preparing meeting materials, arranging catering, and ensuring meeting rooms are set up appropriately.
• Assist in planning and organizing firm events, including seminars, workshops, and networking functions, from inception to execution.

Document Handling and Correspondence:

• Receive and sort incoming documents, letters, and packages, distributing them to the appropriate recipients and maintaining an organized filing system.
• Prepare outgoing correspondence, including mailing documents, letters, and packages via courier or postal services.

Financial Administration:

• Assist with monthly receipts submission and updating the expenditure list, ensuring accuracy and timely reporting.
• Manage office supplies procurement, monitoring inventory levels, and liaising with vendors to replenish supplies as needed.
• Process payments to service providers, including JTL internet, and maintain records of invoices and payments.

Calendar Management:

• Maintain the Managing Partner’s calendar, scheduling appointments, meetings, and conference calls, and coordinating with internal and external stakeholders as necessary.
• Remind the Managing Partner of upcoming appointments and deadlines, ensuring efficient time management and prioritization.

Call Handling:

• Answer incoming calls, screen and direct calls to the appropriate parties, and take messages as needed.
• Return calls to clients, providing assistance, relaying messages, and scheduling appointments as required.

Personal and Home-Related Duties for the Managing Partner:

• Assist with personal tasks for the Managing Partner such as coordinating with household staff, and running personal errands.
• Manage and maintain the Managing Partner’s personal calendar, including scheduling personal appointments, doctors’ appointments and events.
• Handle personal travel arrangements and logistics for the Managing Partner and family members, including booking flights, accommodations, and transportation.
• Assist with coordinating households with service providers and vendors as needed.

Skill & Experience

• Bachelor’s degree preferred.
• At least 1 year of experience as a personal assistant, administrative assistant, or similar role, preferably within a legal environment.
• Strong organizational and time management skills, with the ability to prioritize tasks effectively.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and calendar management software.
• Familiarity with legal terminology and procedures is advantageous.
• Discretion and confidentiality in handling sensitive information.