Personal Assistant at Kloverharris Limited

Job Function

• Responsible for functioning as the personal assistant to the Chief Executive Officer of the firm and also act as the company’s legal secretary.
• Works actively, internally and externally with the outsource vendors to ensure that the organization’s finance, I.T, and human resources needs are met.
• Also responsible for ensuring that the organization has the administrative support necessary to conduct its business and fulfill its mission.
• Perform and supervise general office activities, such as filing, photocopying, faxing, processing outgoing and incoming mail, routing and screening all incoming calls and distributing messages to appropriate team.
• Ensure that conference room, meeting rooms, and reception areas are ready for meetings.
• Oversee the preparation, analysis, negotiation, and review of contracts related to purchasing materials, supplies, products or services.
• Manage the organization’s office and storage space and also act as liaison with various vendors.
• Notify the CEO of important tasks and deadlines, and organize the manager’s personal commitments including travel.
• Manage the CEO’s electronic diary, assessing the priority of appointments and reallocations as necessary.
• Organize meetings and ensure that the CEO is well prepared for those meetings; preparing agendas, pre-meeting briefings and meeting papers.
• Preparation of dispute resolution break notices.
• Preparation of court applications.
• Maintain an effective filing system liaising with the company’s legal administrator.
• Creating and amending Legal documents.
• Assist in accurately and efficiently preparing, revising and distributing leases, titles, surveys and other real estate related documents.
• According to established procedures, use real estate and property knowledge to help facilitate real estate transactions, needs, and requests.
• Maintain property-related reports, procedural manuals, and property files; accurately sort, classify and file correspondence, reports and other documents according to appropriate procedures.
• Among other tasks, coordinate with internal and external department members as needed.
• Send daily and weekly reports

Educational Qualifications and Skills

• Associate degree in Legal Studies or related field.
• A minimum of 3 years’ experience in a similar role.
• Skilled with MS Office.
• Excellent time-management and organizational skills.
• Good written and verbal communication skills.