Legal Secretary

4 weeks ago

Johannesburg, South Africa Good Help Recruitment Full time

**Duties and responsibilities**

**Ensure effective diary management**:

- Ensure that the diary is always up to date 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.
- 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 NRFSA 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.
- 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 always up to date.
- 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.
- Always observe a professional telephone etiquette to internal and external clients.

**Qualifications and Experience**:

- Grade 12
- A relevant secretarial qualification would be an advantage.
- Minimum of 3 years commercial secretarial experience.
- Sound knowledge of MS Office (i.e., MS Word, Excel & PowerPoint.)
- Experience within a commercial and or environmental team would be an advantage Attributes and knowledge.
- 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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