Personal Assistant/Secretary at ALN Kenya

Personal Assistant/Secretary at ALN Kenya – ALN Kenya Kenya Job Details

Roles and Responsibilities

• 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.

General Partner and Department Support

• Manage and maintain calendars and scheduling meetings.
• Coordinate travel arrangements with travel desk, including flights, accommodation, and transportation, ensuring efficient and cost-effective arrangements.
• Screen and prioritise 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 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

• 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 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.
• 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

• 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, hospitalisation and bereavements.

Finance

• 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

• Support in applying for the legal team’s Practicing Certificate.
• Updating the lawyers CPD points.
• Assist in booking trainings for Partners and Lawyers.

Experience and Personal Qualities

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 ALN Kenya’s 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.