Legal Secretary

3 weeks ago

Durban, South Africa Good Help Recruitment Full time

**Ensure effective diary management**
- Ensure that the diary is up-to-date at all times and all requests for meetings by internal and external stakeholders are scheduled
- Ensure meeting rooms, refreshments, IT equipment, travel arrangements and all other ad hoc requests are arranged and in place prior to the start of meetings and/or teleconferences, and
- Ensure all relevant meeting minutes, agendas and necessary information packs are collated and circulated timeously to all meeting delegates

**Ensure collation, production and distribution of documents and presentations**
- Adhere to house styles and formats and forward any variations to the L&D department for approval in collaboration with the relevant fee-earners, ensure all documentation is produced within specified deadlines and are of a high quality
- Ensure accurate and timely distribution of documentation and correspondence to all internal and external stakeholders

**Document management**
- Downloading, sorting and printing of environmental documents from virtual data rooms and filing in relevant folders in Work Site
- Assisting with the management of documentation during large projects

**Ensure debtors books are monitored and attended to on a regular basis**
- Responsible for drawing an age analysis report on a regular basis
- Attend to all administrative requirements pertaining to the practice's invoicing process
- Proactively monitor and attend to all outstanding invoices on a timely basis

**Ensure effective CMS administration**
- Assist team members by accurately capturing time on CMS on a regular basis
- Proactively monitor unbilled time on a monthly basis and address same with the relevant senior associate and/or director
- Ensure fees are debited on a regular basis on the CMS system 2
- Ensure that statements are sent out to clients regularly and are followed up in respect of expected payment dates
- Proactively check unbilled disbursements regularly and action accordingly

**Provide administrative support to the practice area's BD function**
- Provide assistance in the compilation of presentations, bid and tender documents
- Ensure that client contact lists are up-to-date at all times
- Keep a database of information brochures and other relevant marketing material required for BD needs
- Provide an effective office management and administrative support function
- Provide an administrative support function to all team members
- Maintain a neat, tidy and presentable work area at all times
- Maintain an adequate stationery float and adhere to the stationery ordering schedule
- Report and escalate all office maintenance and facilities queries and ensure appropriate follow up
- Manage the filing systems for your reporting director/s and assist with overflow filing within the team
- The appropriate use of WorkSite and all other relevant electronic document management systems
- Ensure that the teams archiving system is regularly managed
- Provide assistance to clients and/or escalate client queries to the relevant team members
- Keep abreast of the operations within the practice area to provide an effective client liaison function to all internal and external stakeholders
- Observe a professional telephone etiquette to internal and external clients at all times

**Qualifications, Experience & other Attributes**
- Grade 12
- A relevant secretarial qualification would be an advantage
- Minimum of 3 years commercial secretarial experience
- Sound knowledge of MS Office (ie MS Word, Excel & PowerPoint)
- Experience within a commercial and or environmental team would be an advantage
- Good command of the English language, both verbal and written
- Excellent organisational skills with attention to detail
- Good interpersonal skills
- Tact and discretion with the ability to maintain confidentiality
- Ability to work in a team as well as independently
- Conscientious, pro-active and service orientated
- Punctual and reliable
- Strong work ethic
- Ability to work under pressure and meet deadlines
- Able to work overtime when required from time to time

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