Position; Personal Assistant
Location: Nairobi
Job description
A leading corporate law firm with a regional network. They
are seeking to recruit a Personal Assistant.
Responsibilities
- Maintain
the Partners’ diary.
- Book
for Partners’ meetings within the office and any other engagements that
they may have outside the office
- Book
the CLEs for the Partners and to ensure that they attain all their points
- Scheduling
shared calendar appointments.
- Organize
and plan for meetings
- Book
meeting rooms
- Ensure
cleanliness of the meeting rooms
- Ensure
availability of refreshments in a timeous manner
- Receive
Partners’ visitors and clients
- Manage
& maintain the Partners’ Office
- Ensure
cleanliness and tidiness of the Partners’ offices
- Ensure
availability of stationery in their offices
- Ensure
that the equipment in the offices is in good working conditions
- Ensure
that the Partners’ newspapers are in their offices in good time and that
their refreshments are served on time
- Organize
Partners’ client entertainment
- Liaise
with Partner and client’s PA to schedule the appointment
- Book
for the venue
- Arrange
for payment with Accounts Department
- Arrange
for transport to the venue, as needed.
- Manage
incoming and outgoing mail
- Receive,
record and distribute office mail promptly
- Ensure
timeous delivery of all outgoing mail and returns thereof
- Respond
to general correspondence
- Organize
Partners’ travel and transport
- Booking
of taxis
- Booking
of flights, visas, airport transfers, etc
- Booking
of accommodation
- Filing
& Client Management
- Thorough
knowledge of files and clients
- Bring
up of documents as requested by the Partners
- Implement
an efficient bring up system
- Ensure
proper follow up of documents and files leaving Partners’ offices
- Liaison
with clerks for filing and registration, returns and feedback
- Retrieval
and return of library books
- Act
as relief the receptionist;
- Any
other task that may be assigned from time to time
Qualifications
- Minimum
C+ qualification in KCSE At least a Diploma in Secretarial,
Administration, or Office Management
- Legal
Secretarial training and experience would be an added advantage
- Prior
experience working as a Personal Assistant is highly desirable.
- High
level of confidentiality, good competencies in computer packages
- Good
command of written and spoken English
- Smart
in appearance and manner
- Excellent
communication skills
How to apply