Administrative Secretary – Legal (Nairobi)

About the role

Our client, a well‑established mid‑tier law firm in Nairobi, is seeking a highly organized Administrative Secretary to provide essential support within a busy legal environment. The role involves managing daily office workflows, handling correspondence, and ensuring smooth operations for legal staff.

Key responsibilities

• Oversee daily administrative workflows to keep the office running efficiently.
• Maintain organized filing systems, records, and registers for easy access.
• Handle incoming and outgoing communications, including emails, phone calls, and official correspondence.
• 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 maintain 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 handle all inquiries professionally.
• 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 liaison 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 and accommodation.
• Address office maintenance issues to ensure operational continuity.

Required profile

• Diploma in Law, Business Administration, Communication, or a related discipline.
• Minimum of 2 years’ relevant experience in a similar administrative role.
• Strong organizational and multitasking abilities.
• Good analytical thinking and problem‑solving skills.
• Ability to handle sensitive information with confidentiality.
• Professionalism, high ethical standards, and adaptability in a fast‑paced setting.
• Excellent written and verbal communication skills.

Required skills

• Microsoft Office (Word, Excel, PowerPoint, Outlook)