Personal Assistant at ALN Kenya

Roles and Responsibilities
This role will require adaptability, strong multitasking skills, and the ability to work independently with minimal supervision, manage diverse tasks and will be required to maintain a high level of discretion and professionalism in the execution of their duties.

General Partner and Department Support

• Manage and maintain calendars and scheduling meetings.
• Coordinate travel arrangements with travel desk, including flights, accommodation, and transportation, ensuring efficient and cost-effective arrangements.
• Screen and prioritise incoming calls, emails, and correspondence, responding on behalf of partners when appropriate.
• Draft and proofread emails, letters, memos, and other documents, ensuring accuracy and adherence to firm standards.
• Document preparation, formatting, and editing, including presentations.

Administrative Support

• Provide general administrative support to partners and the legal team, including photocopying, scanning, filing, and ordering office supplies.
• Assist with ad-hoc projects and assignments, demonstrating flexibility and willingness to take on new responsibilities as needed.
• Raising of POs and requisitions for their Practices.

Business Development

• Coordinate logistics for meetings, conferences, and events e.g., invitation lists, registration desk during the event, re-call, post event contact list, follow ups, event and conference reporting and any other form of reporting that may be required etc.
• Assisting with organising dinners with clients
• Client relations: Serve as a point of contact for clients, responding to inquiries, scheduling meetings, and maintaining positive relationships.
• Support the Partners with tasks such as sharing client profiles with the partners ahead of meetings with new clients and supporting the partners in report preparation and follow-up on relevant action points post events.
• Follow up on contacts, proposal feedback, deals, and content development and review.
• Contact Database: Provide monthly updates on new partner contacts.
• Provide lists of new matters opened every month.

People & Culture

• Manage the departments absences and update P&C of any absences and leave planning.
• Work closely with P&C for welfare initiatives within the department, such as new-born visits, baby showers, weddings, hospitalisation and bereavements.

Finance

• Assist in maintaining matter hygiene i.e., assist in confirmation of time records with oversite from the matter partner, assist in opening and closing of matters.
• Assisting in putting together client KYC documents.

Knowledge Management

• Support in applying for the legal team’s Practicing Certificates
• Updating the lawyers CPD points.
• Assist in booking trainings for Partners and Lawyers.

Experience and Personal Qualities

The following personal qualities are preferred:

• Smart, confident, capable, and highly recommended by the people you have worked for and directly supervised.
• Excellent written and verbal communication skills.
• High level of attention to detail and accuracy.
• Must have excellent interpersonal skills.
• Must have good organisational, planning and time management skills.
• Must have flexibility, initiative and be reliable.
• Good problem-solving skills and an appreciation of relevant protocol.
• A commitment to ALN Kenya’s mission and extremely strong ethical integrity.

Qualifications

• Bachelor of Education/ business management/ secretarial studies or related qualification.
• Over six (6) years of direct executive support experience.