Executive Assistant and Legal Secretary

2 weeks ago

Durban, KwaZulu-Natal, South Africa United Exports Full time
Job Summary

The Executive Assistant to the Chief Legal and Risk Officer (CLRO) plays a pivotal role in ensuring the efficient operation of the Legal and Risk Management department. This dynamic role involves a wide range of administrative duties, from managing complex schedules and preparing critical documents to coordinating projects and facilitating communication with internal and external stakeholders.

Key Responsibilities
  • Manage the CLRO's calendar and travel arrangements, including visa applications, to ensure seamless coordination.
  • Handle correspondence and maintain accurate records, ensuring confidentiality and discretion.
  • Prepare and edit various documents and presentations, utilizing strong organizational and time-management skills.
  • Type, review, and proofread legal documents and contracts, maintaining attention to detail and accuracy.
  • Maintain electronic and physical filing systems, ensuring easy access to critical information.
  • Schedule and coordinate meetings, prepare agendas, take minutes, and follow up on action items, facilitating effective communication.
  • Arrange logistics for meetings and events, ensuring smooth execution.
  • Act as the primary point of contact for the CLRO, providing exceptional customer service and support.
  • Facilitate communication with internal and external stakeholders, fostering strong relationships and partnerships.
  • Assist with special projects and track timelines and deliverables, demonstrating proactive and results-driven approach.
  • Handle sensitive information discreetly and ensure compliance with regulations, upholding the highest standards of professionalism.
  • Maintain records of compliance activities and assist with audits, ensuring accuracy and transparency.
  • Assist in budget preparation, process invoices, track expenses, and prepare financial reports, providing valuable administrative support.
  • Arrange travel itineraries and prepare travel expense reports, ensuring efficient and cost-effective travel management.
  • Provide administrative support to the legal and risk management teams, contributing to the success of the department.
  • Assist with onboarding new team members and coordinate team activities, fostering a collaborative and inclusive work environment.
  • Seek to improve administrative processes and participate in professional development, demonstrating a commitment to excellence and growth.
  • Perform additional tasks as assigned by the CLRO, demonstrating flexibility and adaptability.
RequirementsQualification / Experience
  • Matric
  • Bachelor's degree in Business Administration, Law, or a related field preferable.
  • 5-8 years in the same or similar role.
  • Proven experience as an executive assistant or in a similar administrative role, preferably in a legal or risk management environment.
Functional / Technical
  • Strong organisational and time-management skills.
  • Excellent written and verbal communication skills.
  • Proficiency in MS Office Suite and familiarity with legal software and databases.
  • Ability to handle multiple tasks simultaneously and work under pressure.
  • High level of professionalism and confidentiality.
  • Strong attention to detail and problem-solving skills.
Working Conditions
  • Full-time position, may require occasional overtime.
  • Office environment with standard office equipment.
  • Some travel may be required for meetings and conferences.

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