Administrative Assistant

A distinguished Law Firm is seeking to recruit a highly organized and detail-oriented Administrative Assistant to support its Litigation department.

JOB SUMMARY

The Administrative Assistant- Litigation is responsible for providing administrative and clerical support to one or more attorneys. This includes, but is not limited to drafting correspondence, proofreading legal documents,  organising schedules for hearings and meetings, filing and organizing documents, developing and maintaining reliable filing systems.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Document Management: Organize, file and maintain litigation documents and case files
2. Maintain and update Attorneys’ calendar, ensuring accuracy and timeliness
3. Schedule meetings, hearings and appointments for Attorneys
4. Ensure all deadlines are met by keeping organized calendars and providing timely reminders to Attorney
5. Liaise with client requests as instructed, respond to client inquiries as instructed
6. Draft, review, format and finalise internal and external correspondence and documents, including legal documents, e-mails, memos and attend to queries and requests within authority
7. Perform general clerical tasks such as photocopying, scanning, binding
8. Prepare status reports on departmental and priority matters, highlighting items requiring urgent attention
9. Open client matters, print and file client matter documents (originals and copies) including relevant email correspondence, ensuring email documents are backed up to the document management system.
10. Handle the billing/invoicing function including preparation of bills, printing of periodic reports, follow up and attend to firm accounts receivables and outstanding invoices, tracking of on-going matters, keeping clients apprised on matters and following up with clients as necessary.
11. Provide personal support in other areas as requested from time to time.
12. Handle audit report requests and responding to the clients and auditors.
13. Provide support in other areas as requested from time to time.

MINIMUM QUALIFICATIONS AND EXPERIENCE

• A minimum of 3-5 years proven experience as an Administrative Assistant the area of Litigation
• Any other relevant certification
• Proficiency in Microsoft Office Suite: Word, Excel, Visio, Projects, PowerPoint and Outlook, E-Mail and Internet.
• At least 5 CXC O’ Levels including Mathematics and English
• Familiarity with legal documents, experience working in a legal environment
• Working knowledge of document management system and legal software

DESIRED BEHAVIOURS AND SKILLS

• Excellent communication skills (oral and written)
• Proactive and client focused
• Meticulous (pays attention to detail)
• Efficient time management skills
• An ability to work independently and to prioritize and multi-task to complete projects effectively and efficiently.
• A positive team member and active contributor in a team environment.
• Able to effectively prioritize and meet deadlines
• Able to work as a team with attorneys and other colleagues
• Demonstrate a courteous and professional demeanor