Legal Secretary

2 weeks ago

Johannesburg, South Africa Clyde&Co Full time

Job requirements

To provide competent and proactive legal secretarial and administrative support to Senior Partners and other fee earners in the Johannesburg office.

Key responsibilities
- Providing EA/PA level support to allocated Partner(s) in the Johannesburg office; maintaining confidentiality with Board-level information.
- Providing secretarial support to fee earners in the Johannesburg office using Filesite (document management system), Microsoft Word, E-mail, PowerPoint, Excel.
- Liaising with central Business Acceptance Unit to open new files on system, together with preparation of case registration/client identification forms.
- Full diary management, including scheduling and rearranging meetings; ensuing any relevant paperwork for meetings is prepared and handed over in advance.
- Checking inbox regularly throughout the day and highlighting anything urgent, particularly when the Partner(s) is/are travelling.
- Keeping client contact details updated on Client Relationship Management system (InterAction); collecting and entering any new contacts after attending meetings, seminars or conferences.
- Arranging travel and accommodation, booking conferences, seminars and any other arrangements associated with travel as required; providing detailed itineraries and rearranging other diary commitments where necessary.
- Taking calls from clients and making calls to attorneys, clients or surveyors by request to obtain information; presenting a professional and courteous image to clients and other outside parties.
- Liaising with members of other offices to follow up on queries e.g. travel arrangements, billing information etc.
- Entering fee earners' time on the time entry system (working from manuscript timesheets) where required.
- Involvement in billing and client invoicing as required, in coordination with the Finance Team.
- Providing general administrative assistance - scanning, photocopying, filling in expense forms, etc.
- Researching on the internet and other information sources.
- Any other secretarial or administrative duties as may be required.

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