Administrative Secretary at Stresert Services Limited

Summary

Our client is a reputable law firm in the heart of Lagos looking to hire an Administrative Secretary in its litigation department. The hired candidate will play a crucial role in providing comprehensive administrative support to attorneys and legal professionals. He/she must possess exceptional organizational skills, attention to detail, and managing multiple tasks efficiently. The individual will be responsible for maintaining a smooth workflow within the litigation department, facilitating communication, and handling administrative tasks to ensure the effective operation of legal proceedings.

Key Responsibilities:

Calendar management:

• Maintain and update attorneys' calendars, scheduling court appearances, client meetings, and other legal proceedings.
• Coordinate with other departments to ensure timely completion of tasks related to litigation deadlines.

Document preparation and management:

• Draft, proofread, and edit legal documents, correspondence, and court filings.
• Organize and maintain electronic and physical filing systems for legal documents.

Client communication:

• Serve as a point of contact for clients, managing inquiries and scheduling appointments.
• Communicate professionally with clients regarding case updates and information requests.

Court filings and submissions:

• Prepare and file legal documents with courts, ensuring compliance with filing requirements.
• Track the status of court submissions and update attorneys on any developments

Meeting coordination:

• Coordinate and schedule internal and external meetings, including hearings, depositions, and client consultations.
•  Prepare meeting materials and ensure necessary resources are available.

Record keeping:

• Maintain accurate and up-to-date records of case developments, court decisions, and attorney billable hours.
• Assist in the preparation of legal reports and summaries as required.

Billing support:

• Assist in the preparation of client invoices, ensuring accuracy and adherence to billing guidelines.
• Collaborate with the finance department to resolve billing-related inquiries.

Travel arrangements:

• Coordinate travel arrangements for attorneys attending out-of-town hearings, depositions, or conferences.
• Prepare travel itineraries and handle related logistics.

Administrative support:

• Provide general administrative support to attorneys, including photocopying, scanning, and faxing documents.
• Manage and order office supplies for the litigation department.

Qualifications:

• Minimum of a high school diploma; additional certifications or coursework in legal administration is a plus.
• Proven experience as an administrative secretary or similar role, preferably in a law firm or legal department.
• Familiarity with legal terminology, court procedures, and document formatting.
• Proficiency in MS Office Suite and legal case management software.

Skills and competencies:

• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Attention to detail and accuracy in document preparation.
• Ability to handle confidential information with discretion.
• Adaptability to a fast-paced and dynamic legal environment