Legal Administrative Assistant

Role Objective

A full-service medium-sized law firm offering diverse practice areas including litigation, real estate, corporate, and estates is seeking an efficient administrative professional to join and strengthen their administration team.

Core Duties and Responsibilities

• Ensure day-to-day office activities run smoothly and efficiently
• Maintain proper records according to firm procedures
• Maintain the daily staff attendance register
• Keep the office library register current and up to date
• Receive and respond to calls and manage a busy switchboard
• Liaise with advocates and their personal assistants in a timely manner, conveying relevant emails and calls
• Scan all incoming documents as required
• Ensure timely dispatch of documents and follow up on invoices and payments
• Prepare and write vouchers
• Supervise office cleaning, hygiene, and sanitation standards
• Organize and schedule appointments and meetings for partners and staff members in a proactive and efficient manner
• Oversee operational and administrative tasks to ensure optimal office functioning
• Prepare meeting briefs, minutes, and reports in a timely manner
• Handle reception and corporate communications via multiple channels (calls, emails, online platforms) following established protocols
• Manage mail, phone calls, and other corporate communication appropriately
• Perform secretarial duties including typing and drafting documents for staff members as needed
• Prepare petty cash reports and administrative budgets; follow up on resource utilization reports
• Ensure timely payment of partner and firm subscriptions, bills, and other financial obligations
• Coordinate logistical aspects for partners and the office