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.