Executive Assistant and Legal Secretary

4 weeks ago

Durban, KwaZulu-Natal, South Africa United Exports Full time
Job Title: Executive Assistant and Legal Secretary

Job Summary:
The Executive Assistant to the Chief Legal and Risk Officer (CLRO) at United Exports is a critical role that requires exceptional administrative skills, discretion, and attention to detail. This position involves providing high-level support to the CLRO, ensuring the efficient operation of the Legal and Risk Management department. The ideal candidate will have a strong background in legal administration, excellent organizational skills, and the ability to handle confidential information with professionalism.

Key Responsibilities:
  • Manage the CLRO's calendar and travel arrangements, including visa applications, with precision and attention to detail.
  • Handle correspondence and maintain accurate records, ensuring confidentiality and discretion.
  • Prepare and edit various documents and presentations, demonstrating strong writing and communication skills.
  • Type, review, and proofread legal documents and contracts, ensuring accuracy and attention to detail.
  • Maintain electronic and physical filing systems, ensuring organization and accessibility.
  • Schedule and coordinate meetings, prepare agendas, take minutes, and follow up on action items, demonstrating strong organizational skills.
  • Arrange logistics for meetings and events, ensuring seamless execution.
  • Act as the primary point of contact for the CLRO, providing exceptional customer service and support.
  • Facilitate communication with internal and external stakeholders, ensuring effective collaboration and coordination.
  • Assist with special projects and track timelines and deliverables, demonstrating strong project management skills.
  • Handle sensitive information discreetly and ensure compliance with regulations, maintaining the highest level of professionalism.
  • Maintain records of compliance activities and assist with audits, ensuring accuracy and attention to detail.
  • Assist in budget preparation, process invoices, track expenses, and prepare financial reports, demonstrating strong financial management skills.
  • Arrange travel itineraries and prepare travel expense reports, ensuring accuracy and attention to detail.
  • Provide administrative support to the legal and risk management teams, ensuring seamless execution of tasks and projects.
  • Assist with onboarding new team members and coordinate team activities, demonstrating strong interpersonal skills.
  • Seek to improve administrative processes and participate in professional development, ensuring continuous growth and improvement.
  • Perform additional tasks as assigned by the CLRO, demonstrating flexibility and adaptability.

Requirements:
Qualification / Experience:
  • Martic
  • 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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