Experience and Qualifications:
- Minimum of 2 years legal secretarial and office administration experience in a corporate/service environment.
- Highly proficient in Microsoft Office, particularly Word (cross referencing), Excel tables & formatting.
- Experience in dealing with professional Institutes (e.g. LSK, KSL etc.).
- Excellent typing skills, speed and accuracy.
- Understanding and working knowledge on accounting systems.
Key Accountabilities:
Financial Tasks
- Open new matters/files in 3E and share the assigned matter numbers with the relevant fee earners.
- Process approved bills in the Firm’s financial system (3E).
- Ensure the timely preparation and dispatch of invoices and covering letters.
- Respond to administrative queries relating to fee notes and invoices, and provide supporting documentation as required by clients, in liaison with the Finance team and fee earners.
- Work proactively with the Finance Department to maintain up-to-date collection schedules and provide regular updates to the Partners.
- Circulate bulk invoices to clients as directed by the supervising Partners.
- Prepare periodic reports as required by the Partners.
Administrative Tasks
- Manage Partners’ calendars, including scheduling appointments, meetings, conferences, and reserving boardrooms.
- Provide logistical support to Partners and teams, including meeting coordination, conference calls, and travel arrangements.
- Coordinate the receipt and dispatch of daily mail and correspondence.
- Liaise with clients on administrative and operational matters.
- Coordinate the renewal of practising certificates for assigned Partners and registration
- for Continuing Legal Education (CLE) programmes.
- Maintain efficient departmental filing systems and ensure closed matters are archived promptly and appropriately.
- Organise departmental meetings and prepare meeting minutes and action points.
- Support the organization and coordination of Project Harambee EA client relationship engagements at the Group level relating to the IP/Technology team’s Harambee clients, including scheduling meetings and preparing action points.
Practice Management Support
- Review and acknowledge receipt of original client documents, including Powers of Attorney, certificates, and priority documents.
- Share all correspondence relating to KIPI trademark and patent matters with clients, including searches, new filings, renewals, recordals, assignments, approvals, disclaimers, submissions, notices of opposition, and counterstatements.
- Create and update client records in Interaction, including maintaining relevant activities and client information.
- Upload all trademark and patent applications filed with KIPI into Foundation IP system.
COMPETENCIES:
- Ability to work well under pressure without compromising work quality or standards.
- Ability to meet deadlines with the view of adding value to the business by delivering the required results.
- Work together with colleagues and staff to enhance the team’s overall performance.
- Display confidentiality, honesty and integrity always.
- Excellent problem solving and analytical skills.
- Good communication skills
- Excellent Interpersonal skills
What We Offer:
- A dynamic and collaborative working environment within a top-tier practice.
- Exposure to high-profile transactions across Africa.
- Clear career progression pathways and structured professional development.
- Competitive remuneration package commensurate with experience.
- The opportunity to contribute to a firm with genuine pan-African ambitions.