Executive Assistant - Legal

Job Summary We are seeking a highly organised, discreet, and detail-oriented Executive Assistant (Legal) to provide administrative, executive, and legal support to senior management and the legal department. The successful candidate will be responsible for managing schedules, coordinating meetings, maintaining confidential legal records, preparing correspondence, monitoring deadlines, and supporting the efficient delivery of legal and executive functions. The ideal candidate must demonstrate excellent communication, organisational, research, and time-management skills, with the ability to handle sensitive information professionally and work effectively in a fast-paced corporate environment. Key Responsibilities Executive Support Manage the executive's calendar, appointments, meetings, and travel arrangements. Prepare meeting agendas, take minutes, and follow up on action points. Handle incoming and outgoing correspondence, emails, and telephone calls. Coordinate internal and external meetings with clients, legal advisers, business partners, and other stakeholders. Prepare reports, presentations, briefing notes, and other executive documents. Legal Administrative Support Assist in preparing, reviewing, formatting, and organising legal documents, contracts, agreements, and official correspondence under appropriate supervision. Maintain an organised filing system for legal documents, case files, contracts, and corporate records. Monitor court dates, filing deadlines, contract renewal dates, and other important legal timelines. Conduct preliminary legal research and gather relevant information for the legal team. Liaise with external solicitors, courts, regulatory agencies, and other relevant institutions when authorised. Assist with the preparation of documentation for meetings, hearings, negotiations, and legal proceedings. Track the status of contracts, legal matters, and pending documentation, escalating urgent issues when necessary. Records Management and Confidentiality Maintain accurate, up-to-date, and secure physical and electronic records. Ensure the proper handling of confidential legal, financial, personnel, and corporate information. Apply appropriate document-control procedures and manage access to sensitive files. Ensure documents are properly labelled, stored, retrieved, and retained in line with company policies. Compliance and Coordination Support the monitoring of statutory filings, licence renewals, regulatory documentation, and compliance deadlines. Assist in preparing compliance reports and maintaining relevant registers. Coordinate the collection of documents and information from internal departments and external stakeholders. Follow up on outstanding assignments and ensure timely completion of delegated tasks. Perform other related duties as assigned by management. Qualifications and Requirements Bachelor's degree in Law (LL.B) is preferred. A qualifying law degree and admission to the Nigerian Bar (BL) will be an added advantage, particularly for roles involving substantive legal support. A degree in Business Administration, Management, Office Administration, or a related discipline may be considered where the role is primarily administrative. Minimum of 2 - 3 years' relevant experience in executive assistance, legal administration, a law firm, or a corporate legal department is preferred. Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook. Familiarity with legal documentation, records management, and corporate compliance processes. Excellent written and verbal communication skills. Strong organisational, analytical, and time-management abilities. High level of integrity, discretion, attention to detail, and professionalism. Ability to manage multiple priorities, meet deadlines, and work with minimal supervision. Key Competencies Confidentiality and professional ethics. Excellent administrative and organisational skills. Strong drafting, proofreading, and documentation skills. Effective stakeholder management and interpersonal communication. Problem-solving and critical-thinking abilities. Accuracy and attention to detail. Initiative, accountability, and sound judgement. Ability to work under pressure and meet tight deadlines. Performance Indicators (KPIs) Performance will be assessed based on: Timely scheduling and coordination of executive meetings and appointments. Accuracy and completeness of legal and administrative documentation. Effective monitoring of deadlines and timely follow-up on pending matters. Proper maintenance and retrieval of confidential records. Responsiveness to internal and external stakeholders. Compliance with company procedures and confidentiality requirements. Overall efficiency and quality of executive and legal administrative support.