About this role
Administrative Assistant – Law Firm
Role Objective
- The successful candidate will provide administrative, secretarial and operational support to the firm's partners and legal team, ensuring efficient office management, effective coordination and smooth day-to-day operations.
- The role requires a proactive, polished and detail-oriented professional with excellent communication skills, sound judgment and the ability to handle multiple responsibilities in a fast-paced legal environment.
Core Duties and Responsibilities
- Provide secretarial support, including typing, formatting, proofreading and preparation of correspondence, reports and other official documents.
- Manage incoming and outgoing correspondence, calls, emails and general office communication.
- Receive, scan, file and maintain legal and administrative documents, registers and records.
- Facilitate timely communication and follow-ups between advocates, clients and other stakeholders.
- Oversee general office operations, including reception, office maintenance, cleaning, hygiene and service providers.
- Manage office supplies, inventory, stationery requisitions and subscriptions.
- Assist with petty cash, payment vouchers, invoice follow-ups, utility bills and administrative budgets.
- Coordinate meeting logistics, prepare meeting materials and take minutes where required.
- Liaise with clients, suppliers, government offices and other external stakeholders on administrative matters.
- Ensure the firm's library register and other administrative records are accurately maintained.
- Undertake other administrative responsibilities as assigned.
Job Specifications and Qualifications
- Diploma in Law, Business Administration, Secretarial Studies, Communication or a related field.
- At least four (4) years relevant administrative or secretarial experience. Experience in a law firm or professional services environment will be an added advantage.
- Proficiency in Microsoft Office applications.
Key Competencies
- High level of professionalism, discretion and confidentiality.
- Strong written and verbal communication skills.
- Excellent organizational and multitasking abilities.
- Exceptional attention to detail and accuracy.
- Good interpersonal and stakeholder management skills.
- Proactive, dependable and solutions-oriented.
- Ability to work independently and manage competing priorities.