Executive Assistant To Founder Thema Corporate Services Llp

About Thema Corporate Services Llp

Job Description

You should have 1-3 years of prior experience in executive assistance, secretarial roles, or office management, with a preference for experience in a law firm or legal setting. Your responsibilities will include: Calendar & Appointment Management: - Booking and coordinating meetings, client consultations, and court dates for the Founder Lawyer. - Prioritizing and managing the founder's schedule to ensure efficient time management. Client Interaction: - Handling client communications, including calls, emails, and appointments with confidentiality and professionalism. - Preparing and maintaining records of client communications and following up as required. Legal Document Management: - Assisting in proofreading basic legal documents, correspondence, and contracts as required by the Founder Lawyer. - Maintaining an organized filing system for case files, documents, and legal paperwork. - Preparing and managing legal documents for meetings and client consultations. Office Staff & Office Management: - Supervising office staff, including peons and drivers, to ensure smooth day-to-day operations. - Ordering and managing office supplies to ensure the office is well-stocked and organized. - Serving as the primary liaison with service providers to ensure the office facilities are in good order. Travel and Meeting Arrangements: - Making travel arrangements for the Founder Lawyer, including flight bookings, hotel reservations, and transportation. - Coordinating travel schedules with business meetings or court appearances. Invoice & Financial Support: - Issuing invoices for legal services rendered and ensuring timely follow-ups. - Monitoring, verifying, and recording all financial transactions. - Maintaining basic accounts related to the firm's operations. - Assisting with other administrative tasks related to financial documentation as needed. Note-Taking & Dictation: - Taking notes during meetings, client calls, and court hearings, providing clear, concise summaries when required. - Assisting in transcribing legal dictation for briefs, contracts, and other legal documents. Confidentiality & Legal Compliance: - Handling all sensitive legal and client information with the utmost confidentiality. - Ensuring compliance with legal regulations and office protocols. Miscellaneous Administrative Tasks: - Performing any other administrative or secretarial duties as assigned by the Founder Lawyer. - Maintaining an organized and efficient workflow, supporting the Founder in both personal and professional capacities. Personal Assistance: - Occasionally assisting with personal tasks for the Founder Lawyer, such as making personal appointments, managing personal travel, or other administrative duties outside the law firm's scope. This is a full-time, permanent position with a day shift schedule from Monday to Friday, requiring in-person work at the designated location.,