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Secretary Senior
1 month ago
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About the job
Purpose:
- Responsible for and performing administrative, legal secretarial and related duties and offering skilled legal assistance to head of practice group and/or their team.
Experience and Qualifications:
- Senior Certificate
- Paralegal Diploma or short legal courses advantageous/or qualified by experience
- 5 to 10 years legal secretarial experience specifically in Corporate advantageous
- Advanced knowledge of MS Office package
- Experience in a legal accounting package essential.
Key Accountabilities
Act as first point of contact
- Liaise with people both inside and outside the firm, supporting the executive in his/her duties and responsibilities.
- Acts with a high level of confidentiality and discretion.
Connecting people:
Professional and effective communication internally/externally
- Screening of all calls to ensure that calls are handled or directed to correctly.
- Manage all forms of communication efficiently to ensure that correct message gets across effectively and is dealt with accordingly.
- Possess well developed interpersonal and communication skills and good telephone manner to ensure that all staff members, colleagues and clients are treated professionally.
Diary Management:
Scheduling and maintaining of calendars
- Organise and manage the executive's diary and make appointments.
- Updating executive on diary entries and ensuring that he/she is appropriately prepared prior to meetings/ events/presentations.
- Ensure that the correct people are invited and available to attend; booking boardroom for meetings and conference calls (VC), booking catering if necessary, making sure enough time is allocated for travel for offsite meetings.
- May act as team coordinator.
Document Generation
- Produce specialized and general documentation and presentations necessary for clients.
- Ensure the documents produced are of the highest standard through accurate typing paying special attention to detail and ensuring good spelling/grammar/punctuation.
- Adhere to 'in-house' document style guide to maintain standardisation of documentation.
- Amend documents using track changes and cross referencing, requiring advanced computer and software skills.
- Carry out dictaphone and manuscript changes to various documents.
Office administration/management
- Plays a pro-active role in ensuring that the department runs smoothly and requires a fair knowledge of legal terminology, processes, procedures and protocols to relieve workload of professionals wherever possible by providing support on various projects.
- Maintain complex filing systems to track large volumes of legal filing deadlines, providing professionals with easy access to files and precedents.
- Manage e-mail, respond or delegate where appropriate.
- Arrange and coordinate team and inter-office planning/strategy sessions.
- Effective office management
- General duties include preparing documents for internal meetings, copying, distribution and delivery of documents.
- May supervise junior staff and provide guidance mentoring and support to new staff members.
- Collect and collate monthly department information from Practice Group Heads for inclusion in Management Board Report.
- May be responsible for maintaining specialist databases.
Travel Arrangements
- Make all travel arrangements understanding preferences and ensuring cost effectiveness.
- Arrange relevant meetings, set up a travel itinerary and prepare documentation.
- Research travel and immigration requirements. Ensure that they are all met and Visa applications are processed timeously.
- Manage unforeseen travel changes.
Meeting Support
- Conduct background research where required.
- Prepare necessary documentation and brief executive for meetings and engagements.
- Action post meeting deliverables and follow-up
Finance Administration
- Assist with departmental budget process, checking input, tracking spend, reconciling on a monthly basis to ensure budget and spend are aligned, liaising with finance team as and when necessary to ensure alignment.
- Ensure the timeous and accurate time recording of hours worked by fee earners and producing final bills to clients for services rendered
- Compile covering letters and send out final bills to clients timeously and assist Credit Controllers with debt collecting
- Processing reimbursement requisitions
Relationship Building
- Develop and maintain relationships with all levels of staff as a trusted resource.
- Maintain strong working relationships with and have open and transparent communication between all members of the team
- Develop and maintain relationships with vendors to ensure quality of service delivery
Competencies
- Adaptability
- Attention to Detail
- Interactive Communication
- Initiative
- Problem solving
- Resilience
- Writing Skills
- Law / Legal jobs
