Personal Assistant job at Anjarwalla & Khanna LLP (A&K)

Deadline: Expired

ALN Kenya|Anjarwalla & Khanna LLP (A&K) is one of the leading corporate law firms in Kenya and is the largest full-service corporate law firm in East Africa with over 100 lawyers. A&K has offices in Nairobi, Mombasa and affiliate offices in Dubai (ALN UAE|Anjarwalla Collins & Haidermota (AC&H)) and Tanzania (ALN Tanzania|A&K Tanzania) which provide corporate and commercial legal services. A&K is well positioned to provide comprehensive legal advice to local, regional and international clients.

A&K has been widely recognised as a leader by top directories and institutions. The firm has won various international awards, including the ‘African Law Firm of the Year – Large Practice’ award at the African Legal Awards five times since the launch of the award in 2013, including in 2020. This prestigious award recognizes the firm’s excellence, achievements and innovation from within Africa’s legal community. A&K is also ranked first in Kenya by various legal guides, including Chambers Global, IFLR1000, and Legal 500.

A&K is the founding member of ALN, an alliance of leading corporate law firms currently in fifteen key African jurisdictions, providing seamless and effective legal, advisory and transactional services across the continent. ALN has a presence in Francophone, Anglophone, Lusophone and Arabic speaking Africa: Algeria, Ethiopia, Guinea, Kenya, Madagascar, Malawi, Mauritius, Morocco, Mozambique, Nigeria, Rwanda, Sudan, Tanzania, Uganda and Zambia.

Roles and Responsibilities.

This role will require adaptability, strong multitasking skills, and the ability to work independently with minimal supervision, manage diverse tasks and will be required to maintain a high level of discretion and professionalism in the execution of their duties.

1. General Partner and Department Support

- Manage and maintain calendars and scheduling meetings.
- Coordinate travel arrangements with travel desk, including flights, accommodation, and transportation, ensuring efficient and cost-effective arrangements.
- Screen and prioritize incoming calls, emails, and correspondence, responding on behalf of partners when appropriate.
- Draft and proofread emails, letters, memos, and other documents, ensuring accuracy and adherence to firm standards.
- Document preparation, formatting, and editing, including presentations.

2. Administrative Support

- Provide general administrative support to partners and the legal team, including photocopying, scanning, filing, and ordering office supplies.
- Assist with ad-hoc projects and assignments, demonstrating flexibility and willingness to take on new responsibilities as needed.
- Raising of POs and requisitions for their Practices.

3. Business Development

- Coordinate logistics for meetings, conferences, and events e.g., invitation lists, registration desk during the event, re-call, post event contact list, follow ups, event and conference reporting and any other form of reporting that may be required etc.
- Assisting with organising dinners with clients
- Client relations: Serve as a point of contact for clients, responding to inquiries, scheduling meetings, and maintaining positive relationships.
- Support the Partners with tasks such as sharing client profiles with the partners ahead of meetings with new clients and supporting the partners in report preparation and follow-up on relevant action points post events.
- Follow up on contacts, proposal feedback, deals, and content development and review.
- Contact Database: Provide monthly updates on new partner contacts.
- Provide lists of new matters opened every month.

4. People & Culture

- Manage the departments absences and update P&C of any absences and leave planning.
- Work closely with P&C for welfare initiatives within the department, such as new-born visits, baby showers, weddings, hospitalization and bereavements.

5. Finance

- Assist in maintaining matter hygiene i.e., assist in confirmation of time records with oversite from the matter partner, assist in opening and closing of matters.
- Assisting in putting together client KYC documents.

6. Knowledge Management

- Support in applying for the legal team’s Practicing Certificate.
- Updating the lawyers CPD points.
- Assist in booking trainings for Partners and Lawyers.

Experience and personal qualities

The following personal qualities are preferred:

Smart, confident, capable, and highly recommended by the people you have worked for and directly supervised.
Excellent written and verbal communication skills.
High level of attention to detail and accuracy.
Must have excellent interpersonal skills.
Must have good organizational, planning and time management skills.
Must have flexibility, initiative and be reliable.
Good problem-solving skills and an appreciation of relevant protocol.
A commitment to A&K mission and extremely strong ethical integrity.

Qualifications