About the role
The
Administrative Assistant will provide administrative support to
the legal department. You will be responsible for managing workload
allocations (in collaboration with the Director of Legal), coordinating meeting
arrangements, and handling a variety of confidential and sensitive information.
To succeed in this role, you must be an excellent communicator and keen to work
in a dynamic, challenging environment, for a company that recognizes and
rewards creativity, initiative, and contributions.
Duties and Responsibilities
- Assist with the development and
management of admin tracking and monitoring systems for the team.
- Follow up to ensure tasks delegated by
the Director of Legal to staff are carried out promptly.
- Calendar and schedule management:
Organize and maintain the Director of Legal’s calendar, and schedule
appointments, meetings, and calls, ensuring optimal use of their time and
effective coordination with internal and external stakeholders.
- Meeting coordination: Prepare meeting
agendas, coordinate logistics, and ensure necessary materials and
resources are available. Take meeting minutes, distribute action items,
and follow up on progress as required.
- Communication and correspondence: Manage
incoming and outgoing communications on behalf of the legal department,
including phone calls, emails, and other correspondence. Draft and
proofread various documents, presentations, reports, and memos as requested.
- Relationship management: Build and
maintain positive relationships with key internal and external
stakeholders, including clients, partners, and vendors. Serve as a liaison
between executives and other departments or individuals within the
organization.
- Confidentiality and discretion: Handle
confidential and sensitive information with the utmost discretion and
professionalism. Maintain confidentiality of executive discussions,
decisions, and company-related matters.
- Project coordination: Assist with special
projects and initiatives as assigned, coordinating efforts across teams,
and ensuring deadlines and deliverables are met.
- Research: assist the legal department
with research related to their work.
- PRF generation and follow-up on proof of
payments with the Finance team.
Skills and Experience
- A Diploma in communications or
administration or related certification.
- Previous experience as an administrative
assistant or in a similar role is required.
- Excellent organizational and time
management skills are crucial to effectively handle multiple tasks and
prioritize responsibilities in a fast-paced environment.
- Strong verbal and written communication
skills are essential for clear and professional interaction with
executives, colleagues, and external contacts.
- Attention to detail in written documents
is important.
- Demonstrated ability to handle sensitive
and confidential information with professionalism and maintain the highest
level of discretion and integrity.
- Proficiency in using standard office
software and tools, including word processing, spreadsheets, presentation
software, and calendar management applications. Familiarity with video
conferencing platforms and collaboration tools is a plus.
- Ability to adapt to changing priorities
and work effectively under pressure.
- Flexibility in managing evolving
schedules and last-minute changes efficiently.
- Strong problem-solving and
critical-thinking skills to anticipate needs, identify solutions, and make
decisions independently when required.
- Exhibit a high level of professionalism,
diplomacy, and interpersonal skills in dealing with individuals at all
levels of the organization.
How To Apply
