Personal Assistant (ALN Kenya) – Nairobi, Kenya

Personal Assistant (ALN Kenya) – Nairobi, Kenya

• Application deadline : Wednesday, 4th September 2024.
• Work Location: Nairobi, Kenya

Company Overview

ALN Kenya | Anjarwalla & Khanna (ALN Kenya) is a leading corporate law firm in Kenya, recognized as the largest full-service corporate law firm in East Africa. With over 100 lawyers, ALN Kenya operates offices in Nairobi, Mombasa, and has affiliate offices in Dubai and Tanzania. Our firm provides comprehensive corporate and commercial legal services to local, regional, and international clients. ALN Kenya has been repeatedly acknowledged for its excellence by top legal directories and institutions, having won the prestigious ‘African Law Firm of the Year – Large Practice’ award multiple times. As a founding member of the ALN network, we have a presence in fifteen key African jurisdictions, offering seamless legal, advisory, and transactional services across the continent.

---

Job Summary

The Personal Assistant will be a key player in supporting the senior management team at ALN Kenya. The successful candidate will need to demonstrate adaptability, strong multitasking skills, and the ability to work independently with minimal supervision. This role requires managing a diverse range of tasks while maintaining a high level of discretion and professionalism. The Personal Assistant will be instrumental in ensuring the smooth operation of day-to-day activities, contributing to the overall efficiency of the firm.

---

Key Responsibilities

General Partner and Department Support

• Manage and maintain calendars and scheduling meetings: Efficiently handle the scheduling of meetings, ensuring minimal conflicts and maximum productivity.
• Coordinate travel arrangements: Collaborate with the travel desk to arrange flights, accommodation, and transportation, ensuring cost-effective and efficient travel plans.
• Screen and prioritize communications: Manage incoming calls, emails, and correspondence, responding on behalf of partners when appropriate.
• Document preparation: Draft, proofread, format, and edit emails, letters, memos, and other documents, ensuring they meet firm standards.
• Meeting preparation: Prepare presentations and other documentation required for meetings.

Administrative Support

• Provide general administrative support: Assist the legal team with tasks such as photocopying, scanning, filing, and ordering office supplies.
• Assist with ad-hoc projects: Demonstrate flexibility by taking on new responsibilities as needed, including the raising of POs and requisitions for various practices.

Business Development

• Coordinate logistics for meetings and events: Handle invitation lists, registration desks, and follow-ups for conferences and other events, ensuring all logistics are smoothly managed.
• Client relations: Serve as a point of contact for clients, scheduling meetings and maintaining positive relationships.
• Support partner tasks: Assist partners with client profiles, report preparation, and follow-up on action points after events.
• Maintain contact database: Provide monthly updates on new partner contacts and maintain lists of new matters opened.

People & Culture

• Manage departmental absences: Keep the People & Culture (P&C) department updated on absences and assist with leave planning.
• Support welfare initiatives: Work with P&C on initiatives such as new-born visits, baby showers, weddings, hospitalizations, and bereavements.

Finance

• Assist in matter hygiene: Help confirm time records, open and close matters, and assist in gathering client KYC documents.

Knowledge Management

• Support legal team certifications: Assist in applying for Practicing Certificates and updating lawyers’ CPD points.
• Book trainings: Assist in arranging trainings for Partners and Lawyers.

---

Qualifications

• Educational Background: Bachelor’s degree in Education, Business Management, Secretarial Studies, or a related field.
• Experience: Over six (6) years of direct executive support experience, preferably within a corporate or legal environment.
• Communication Skills: Excellent written and verbal communication skills are essential.
• Attention to Detail: A high level of accuracy and attention to detail is required.
• Interpersonal Skills: Strong interpersonal skills with the ability to interact effectively with senior management and clients.
• Organizational Skills: Must have exceptional organizational, planning, and time management skills.
• Problem-Solving Skills: Ability to handle unexpected challenges with initiative and professionalism.
• Ethical Integrity: A commitment to ALN Kenya’s mission and strong ethical integrity is essential.

---

Personal Qualities

The ideal candidate will be smart, confident, capable, and highly recommended by previous employers. They must exhibit a high level of professionalism and be able to work independently while managing multiple tasks. The candidate should have a strong work ethic, be reliable, and have a positive attitude. Flexibility and the ability to adapt to changing priorities are crucial in this role.

---

Application Process

Interested candidates should submit their applications by Wednesday, 4th September 2024.
Please click BELOW to apply for this role.

---

About ALN Kenya

At ALN Kenya, we are committed to providing exceptional legal services and maintaining our position as a leader in the African legal landscape. Our team is composed of dedicated professionals who are passionate about delivering results for our clients. We believe in fostering a supportive work environment that encourages professional growth and development.

---

TELEGRAM CHANNEL

ALN Kenya is an equal opportunity employer, dedicated to creating a diverse and inclusive work environment. We welcome applicants from all backgrounds and do not charge any application or recruitment fees.

---

Share This Opportunity

Please share this job opportunity with your network to help us reach potential candidates who are passionate about making a difference in the legal industry.