Personal Assistant – Law Firm (Nairobi) at Emerge Egress Consulting

Role Objective

• 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

• Deliver high-level administrative and secretarial assistance to lawyers within the team
• Provide dependable support to Partners, Associates, other fee earners in the team. 
• Demonstrate an understanding of the firm, its sectors and how the PA\'s role contributes towards success
• Attend to general \'PA duties\' including:
• Accurate message handling and communication tracking 
• Email monitoring and correspondence management 
• Document preparation, editing, proofreading, and formatting of legal materials 
• Audio and copy typing services 
• Maintaining filing systems and managing document control processes 
• Archiving records on the document management system 
• Organizing case files, indexing, and document assembly 
• Handling confidential matters with utmost discretion 
• Welcoming and directing clients professionally 
• Undertaking any additional administrative duties as assigned
• Undertake extensive client contact and act as a gatekeeper to both internal and external clients, taking full responsibility for any issues, assessing the clients’ needs and directing action from the allocated Partner where necessary
• Communicate with clients - organizing meetings, making and taking telephone calls whenever necessary, monitoring emails from clients for the fee-earners
• Undertake full management of the allocated Partner’s day including comprehensive prioritization, identification of potential issues, providing solutions and maintaining full control of the allocated Partner\'s diary and email
• Perform intensive day to day diary management and coordinating the calendars of members of the team
• Set up and organize internal and external meetings, lunches and conference calls etc.
• Prepare, collate and circulate agenda and all relevant papers for meetings and when necessary, attend meetings and produce accurate, detailed minutes in a timely manner
• Communicate any decisions made, summarize action points and implement follow-up systems to ensure points are actioned
• Organize all travel arrangements – whether local or international travel (including itineraries and accommodation) and anticipate additional requirements and contingency planning in order to ensure the smooth running of all trips undertaken by the team

Team work:

• assist others in the team and at the firm, covering for absence, picking up telephone calls for the team, ensuring printers are well stocked throughout the day;
• assist in the coordination, supervision and completion of projects;
• assist with team or firm-wide events;
• Prepare of PowerPoint presentations and Excel spreadsheets 
• Assist with the preparation of marketing materials and pitch pack documentation.  Liaising with the business development unit in this regard
• Undertake billing/WIP management for the team, assisting in the production of bills and liaising with assigned lawyers and the credit control team
• Registration Desk – undertake form completion for new client and new file/matter openings, conflict and other checks
• Time sheet entries - ensure weekly inputting of time recording entries onto timesheets for assigned lawyers whenever needed  
• Develop and maintain computerized spreadsheets and databases to enter information and generate reports
• Provide general administration services to the team

  Job Specifications and Qualifications

• A diploma in Secretarial studies or a degree in business management from a recognised institution 
• Previous PA experience at Partner level or similar is essential, with legal secretarial experience being an added advantage.
• KCSE C+ in English and Mathematics
• Proficiency in Microsoft Office

Key Competencies

• Excellent verbal and written communication skills with an ability to communicate effectively at all levels
• Ability to work proactively when identifying and finding solutions to problems - exceptional levels of initiative 
• Exceptional organizational skills with ability to prioritize a busy and varied workload
• Ability to ensure a high level of attention to detail is shown consistently on all fronts 
• Excellent client service skills, with both internal and external clients
• A ‘can do’ attitude, willingness to learn and expand knowledge and skills within the role, approachability, flexibility as to hours and the role itself, a practical/common sense approach
• Ability to build and maintain constructive relationships with individuals (particularly clients) at different levels of seniority
• Strong IT proficiency with advanced knowledge of Word, Excel, Outlook, PowerPoint and document management systems
• Excellent phone manner - internally and externally coupled with an ability to communicate clearly and to listen effectively
• Accuracy and speed in audio/copy typing (at least 60 words per minute) and marking up and formatting documents required
• Proven ability to work effectively as a team player, supporting colleagues within the team and business support services teams
• Ability to remain calm under pressure and work to tight deadlines