ALN Kenya has been widely recognised as a leader by top directories and institutions. The firm has won various international awards, including the ‘African Law Firm of the Year – Large Practice’ award at the African Legal Awards five times since the launch of the award in 2013, including in 2020. This prestigious award recognises the firm&r...
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Personal Assistant
- Job TypeFull Time
- QualificationBA/BSc/HND
- Experience6 years
- LocationNairobi
- Job FieldAdministration / Secretarial 
Experience and Personal qualities
- 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.
- Accountability Output
- General Partner and Department Support (50%)
- Calendar & Travel Management
- Manage and maintain calendars and scheduling meetings.
- Coordinate travel arrangements with travel desk, including flights, accommodation, and transportation, ensuring efficient and cost-effective arrangements.
- Communication and Correspondence:
- Screen and prioritize 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 Management:
- 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 (20%)
- Meeting and Event Coordination:
- 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/lunches 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.
- Bids, Proposals, Content Development & Contact Database
- 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 (5%) 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, hospitalization and bereavements.
- Finance (15%) 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 (10%) Support in applying for the legal team’s Practicing Certificate.
- Updating the lawyers CPD points.
- Assist in booking trainings for Partners and Lawyers.
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 A&K 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.
Method of Application Interested and qualified? Go to ALN Kenya on aln.africa to apply