Executive Assistant at a Reputable Law Firm

Job Description

Performs a variety of routine clerical, reception, office support functions and performs other related duties as required; under direct supervision. Furthermore, maintains office operations by receiving and distributing communications; maintaining supplies and equipment; picking-up and delivering items; serving clients.

Key Roles & Responsibilities:

• Screen telephone calls and emails and handles where appropriate
• Maintains an administrative system that proactively supports the Principal Partner and the firm as a whole
• Provides a platform for smooth communication between the Principal Partner’s office and internal departments.
• Forwards information by receiving and distributing communications; collecting and mailing correspondence; copying information.
• Maintains department supplies and inventories. Tracks status, orders, purchases, and maintains or distributes supplies as needed.
• Strategically manages the Principal Partner’s calendar, booking appointments, managing to-do’s etc.
• Drafts and finalises Agendas, attends and take Minutes of meetings (when required) and distribute agreed Minutes
• Serves clients by backing-up receptionist; answering questions; forwarding messages; confirming customer orders; keeping customers informed of order status. Handles telephone calls and also ensures courteous reception for visitors
• Ensures confidentiality of all documents and correspondence passing through the Principal Partner’s office
• Prepares memo letters and notes for and on the Principal Partner’s instructions
• Handles both local and foreign travel arrangements for the Principal Partner and other employees including preparing travel authorisations, advances, flight bookings and hotel reservations (when necessary).
• Assists with ad-hoc Commercial Awareness and communications activities e.g. client contact reports, delegate packs, recruitment exercise, e-library subscription etc.
• Provides adequate support in ensuring that client contact information is kept up to date and data is accurate.
• Sends out agreed firm wide communications from the Principal Partner or member of the senior management team as may be authorised.
• Carries out any other secretarial and administrative duties as may be required from time to time and any other delegated assignments.

Requirements and Qualification

• Knowledgeable in the use of the internet and other electronic office equipment
• Strong oral and written communication skills
• Strong organisational skills
• Good multitasking skills; energetic and result oriented
• Planning and prioritising skills
• Effective and proven interpersonal skills
• Respects and maintains confidentiality of information
• Analytical skills
• High level of professionalism, discipline and standards.
• Proficient in Microsoft Office (Outlook, Word, Excel and Power Point)

Education and Experience:

• A Bachelor’s Degree or its equivalent in English, Secretarial Studies or any related course in Humanities / Social Sciences or any other related discipline
• 2-3  years’ experience in a similar role within a structured corporate environment