Job Description

Contact person for this position:
Rayleen Lentz
Purpose
We are looking for an experienced Legal Secretary to undertake a variety of administrative and clerical tasks. The goal is to sustain efficiency of all procedures and case management so as to guarantee reliability and consistency - within the Legal Team. For this position, you should be able to use your organizational skills to manage your time and bring your professionalism as you will collaborate with clients and colleagues in a fast-paced environment. You should also have excellent verbal and written communication skills. Ultimately, you should be able to support the team and ensure that administrative duties are carried out timely and most efficiently.
KEY RESPONSIBILITIES:

• MUST come with prior Law Firm experience (we want to see this in your Profile)
• Provide a strong Secretarial administrative support function to one or more Lawyers.
• Lead a team of 4 Legal Secretaries.
• Effectively communicate with clients, colleagues, and partners.

Legal knowledge and expertise:

• understanding and exposure to technical legal terms.
• Produce and file various Legal documents, track agreements and manage the process.
• Preserve an updated and most efficient case record system.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
• Coordinate compliance and company secretariat projects, provide general assistance related to matters.
• Producing legal documents
• Transcribe and proofread legal documents.
• Strong Dictaphone typing skills (speed and accuracy)
• Time entry
• Assist Partners with their administrative tasks.

Client Relationship Management:

• Follow-up with clients regarding signature of legal agreements.
• Professional, strong communicator - ability to manage and engage with clients on any level (no matter the difficulty surrounding the assistance).
• Assertive, but tactful.
• Prepares and files legal documents with appropriate entities, as required.
• Facilitate the meeting of deadlines by keeping multiple agendas and provide timely reminders.
• Gather relevant information from a variety of sources.
• Client interaction

Scheduling:

• All aspects of appointments and diary management, travel arrangements (must come with this experience).
• Compile and type regular correspondence and informative material.
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, etc.).
• Handle confidential documents ensuring they remain secure.
• Diary organization
• Maintain Attorney calendars.

Month-end Billing:

• Ensure accurate and efficient month end billing completion.
• Capture fees, processes invoices and debt collection.
• Provide statistical reports / updates.
• Conduct research and prepare presentations or reports assigned.

Results driven:

• Will always ensure nothing is missed or lacks completion.
• Trustworthy and Reliable
• Available to work after hours at short notice, to assist clients - if and when needed
• Provide back up to others in the department when there is a need to support.

MINIMUM REQUIREMENTS

• Matric/Grade 12
• Relevant Law Certificate or Diploma / LLB
• 10 years' experience: Senior level
• Proven experience as Legal Secretary - must have a stable career history.
• Outstanding time-management and typing skills.
• Outstanding Diary management and Travel management skills
• Ability to multitask and being comfortable dealing with a diverse pool of people.
• Highly organized with ability to juggle multiple deadlines in a fast-paced environment, and where it is possible to exceed deadlines.
• Strong writing and communication skills along with strict attention to detail
• Output and delivery focused.
• Proficient in MS Office
• Integrity and Confidentiality
• High level of professionalism
• Does not shy away from challenges.
• Knowledge on Elite and InTapp programs would be advantageous.

Job Features Job Category Legal, Office Support
Salary Market related
Commencement date ASAP
Location Cape Town OR Johannesburg
Contact type Permanent