We are seeking a highly organized and detail-oriented Executive Secretary to join our prestigious law firm. The selected candidate will play a crucial role in supporting the smooth functioning of the office by efficiently managing email communications, handling client queries, coordinating with clients, ensuring effective file management and providing other administrative support. This position requires a high level of organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality. The primary responsibilities are outlined below:
Email Management:
Monitor, screen and manage the firm's corporate email inbox, prioritizing and forwarding / responding to emails promptly.
Draft and edit emails, ensuring clarity, professionalism, and accuracy.
Respond to routine client inquiries, providing information or redirecting them to the appropriate legal professionals.
Organize and categorize emails, maintaining an efficient and well-structured filing system.
Client Coordination:
Act as a primary point of contact between the lawyers and clients.
Handle incoming client calls and direct them appropriately.
Assist with scheduling and coordinating client meetings, ensuring all necessary preparations are made.
Communicate with clients to provide updates, gather information, and address inquiries in a timely and professional manner.
Maintain a client database with accurate and up-to-date information.
Filing Management
Create, organize, and maintain physical and electronic files for legal cases and documents.
Ensure all files are accurately labeled, indexed, and easily accessible.
Collaborate with legal teams to manage document flow and maintain confidentiality.
Assist in the preparation and submission of legal documents.
Other Administrative Support
Manage and coordinate schedules, appointments, and travel arrangements of senior legal professionals.
Prepare challans, service orders, update reports, and maintain petty cash for day-to-day expenses.
Oversee office supplies and equipment, ensuring their availability and functionality.
Assist with onboarding & exit process of employees ensuring proper completion of documents.
Qualification & Experience:
Bachelor's degree in Business Administration, Legal Studies, or a related field from a premier institute.
Proven experience of a minimum of 5-7 years as an Executive Secretary or in a similar role, preferably within a law firm or legal environment.
Strong command of the English language with exceptional written and verbal communication skills.
Proficient in Microsoft Office Suite.
Excellent organizational and multitasking abilities.
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