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

• 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

• 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
• Proficiency in Microsoft Office applications

• Diploma in Law, Business Administration, Communication, or a related discipline