Personal Assistant, IP Technology Department

Experience and Qualifications:

• Minimum of 2 years legal secretarial and office administration experience in a corporate/service environment.
• Highly proficient in Microsoft Office, particularly Word (cross referencing), Excel tables & formatting.
• Experience in dealing with professional Institutes (e.g. LSK, KSL etc.).
• Excellent typing skills, speed and accuracy.
• Understanding and working knowledge on accounting systems.

Key Accountabilities:

Financial Tasks

• Open new matters/files in 3E and share the assigned matter numbers with the relevant fee earners.
• Process approved bills in the Firm’s financial system (3E).
• Ensure the timely preparation and dispatch of invoices and covering letters.
• Respond to administrative queries relating to fee notes and invoices, and provide supporting documentation as required by clients, in liaison with the Finance team and fee earners.
• Work proactively with the Finance Department to maintain up-to-date collection schedules and provide regular updates to the Partners.
• Circulate bulk invoices to clients as directed by the supervising Partners.
• Prepare periodic reports as required by the Partners.

Administrative Tasks

• Manage Partners’ calendars, including scheduling appointments, meetings, conferences, and reserving boardrooms.
• Provide logistical support to Partners and teams, including meeting coordination, conference calls, and travel arrangements.
• Coordinate the receipt and dispatch of daily mail and correspondence.
• Liaise with clients on administrative and operational matters.
• Coordinate the renewal of practising certificates for assigned Partners and registration
• for Continuing Legal Education (CLE) programmes.
• Maintain efficient departmental filing systems and ensure closed matters are archived promptly and appropriately.
• Organise departmental meetings and prepare meeting minutes and action points.
• Support the organization and coordination of Project Harambee EA client relationship engagements at the Group level relating to the IP/Technology team’s Harambee clients, including scheduling meetings and preparing action points.

Practice Management Support

• Review and acknowledge receipt of original client documents, including Powers of Attorney, certificates, and priority documents.
• Share all correspondence relating to KIPI trademark and patent matters with clients, including searches, new filings, renewals, recordals, assignments, approvals, disclaimers, submissions, notices of opposition, and counterstatements.
• Create and update client records in Interaction, including maintaining relevant activities and client information.
• Upload all trademark and patent applications filed with KIPI into Foundation IP system.

COMPETENCIES:

• Ability to work well under pressure without compromising work quality or standards.
• Ability to meet deadlines with the view of adding value to the business by delivering the required results.
• Work together with colleagues and staff to enhance the team’s overall performance.
• Display confidentiality, honesty and integrity always.
• Excellent problem solving and analytical skills.
• Good communication skills
• Excellent Interpersonal skills

What We Offer:

• A dynamic and collaborative working environment within a top-tier practice.
• Exposure to high-profile transactions across Africa.
• Clear career progression pathways and structured professional development.
• Competitive remuneration package commensurate with experience.
• The opportunity to contribute to a firm with genuine pan-African ambitions.