Experience and Personal qualities
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.
Accountability Output
General Partner and Department Support (50%)
Calendar & Travel Management
Manage and maintain calendars and scheduling meetings.
Coordinate travel arrangements with travel desk, including flights, accommodation, and transportation, ensuring efficient and cost-effective arrangements.
Communication and Correspondence:
Screen and prioritize 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 Management:
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 (20%)
Meeting and Event Coordination:
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/lunches 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.
Bids, Proposals, Content Development & Contact Database
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 (5%) 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, hospitalization and bereavements.
Finance (15%) 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 (10%) Support in applying for the legal team’s Practicing Certificate.
Updating the lawyers CPD points.
Assist in booking trainings for Partners and Lawyers.
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 A&K 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.
Apply via :
aln.africa
