Role Objective
Our client, a well-established mid-tier law firm, is looking to recruit a highly organized and dependable Administrative Secretary - Legal. The successful candidate will play a key role in supporting office operations and providing administrative assistance within a busy legal environment.
Core Duties and Responsibilities
Oversee daily administrative workflows to ensure smooth office operations
Maintain organized filing systems, records, and registers for easy access and retrieval
Handle incoming and outgoing communications, including emails, phone calls, and official correspondence
Keep office records such as library registers updated and well-managed
Support communication between legal staff and their assistants, ensuring timely message delivery
Scan, file, and archive documents accurately
Assist in preparing, processing, and tracking documents and invoices
Prepare payment vouchers and support basic financial documentation processes
Monitor office cleanliness and ensure a conducive working environment
Manage calendars, appointments, and meeting schedules for partners and team members
Prepare meeting notes, summaries, and reports as required
Manage front desk operations and ensure professional handling of all inquiries
Draft, type, and format documents as needed by legal staff
Assist in petty cash management and basic budget tracking for administrative expenses
Ensure timely settlement of subscriptions, statutory payments, and utility bills
Act as a link between the firm and external parties such as clients, suppliers, and regulatory bodies
Support planning and coordination of meetings, events, and internal activities
Manage procurement and inventory of office supplies
Coordinate travel arrangements including bookings, accommodation, and related logistics
Address office maintenance issues and ensure operational continuity
Carry out any other assigned administrative duties
Job Specifications and Qualifications
Diploma in Law, Business Administration, Communication, or a related discipline
Minimum of 2 years' relevant experience in a similar role
Proficiency in Microsoft Office applications
Key Competencies
Strong organizational and multitasking abilities
Good analytical thinking and problem-solving skills
Ability to handle sensitive information with confidentiality
Professionalism and high ethical standards
Adaptability in a fast-paced work setting
Excellent written and verbal communication skills