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Executive Support Professional

1 week ago

Randburg, Gauteng, South Africa DLA Piper Full time
About the Role

We are seeking a highly skilled and experienced Executive Support Professional to join our team in Cape Town. As an essential member of our office, you will provide exceptional support to our fee earners, ensuring they have the necessary resources to deliver outstanding results for our clients.

Main Responsibilities:

  • Provide comprehensive PA/secretarial/administrative support services, taking ownership and responsibility to ensure work is undertaken efficiently
  • Proactively manage and maintain fee earners' diaries, making appointments and coordinating internal and external client meetings
  • Organise meetings, booking rooms and conference facilities, liaising with attendees as needed, and arranging hospitality
  • Respond to and deal with external or internal telephone calls and queries in a professional manner, taking clear and concise messages
  • Arrange travel itineraries, book flights, hotels, car transfers, order currency, and process expense claims, preparing detailed documents as required
  • Typing, amending, and re-formatting documents, delivering completed documents accurately and to a consistently high standard
  • Organise agendas, presentations, and meeting papers, including print production and timely distribution, ensuring fee earners have all necessary documents and adequate preparation time
  • Demonstrate flexibility with working practices in line with business needs, particularly during periods of high pressure or workload
  • Take responsibility for file management, including closing files, archiving, and ensuring all relevant documents are filed electronically and paper-based if required
  • Assist fee earners by liaising with other parties for composing bills, following relevant procedures, and prompting fee earners to complete necessary time recording or enter time recording on their behalf
  • Create bills, disbursements, amend narratives, and request credit notes, inter-office bills, liaising with international offices
  • Carry out client matter opening, client reporting, and client balances
  • Complete financial reports where required, highlighting outstanding monies to be billed and updating specific client financial schedules as necessary
  • Manage group and fee earner contacts to ensure they are up-to-date
  • Provide administrative support to fee earners with conflict searches and audit requests