Commercial Legal Secretary

DUTIES, RESPONSIBILITIES & REQUIRED SKILLS

• Must have excellent verbal and written communication skills
• Digitally literate and able to learn and utilise a number of software packages and platforms and be able to work with advanced MS Excel, Word, PowerPoint and Outlook
• Time management skills, problem solving skills, ability to maintain confidentiality, an eye for detail , able to work independently , flexible and pragmatic approach to working with colleagues, ability to adapt to new and pressurised environments
• General office and personal administration (including diary management, answering telephone calls and tracking messages in the absence of the professionals, making travel arrangements, arranging of office functions, ordering of office groceries and other necessities)
• Call logging for all electronic faults (IT, phones, electricity, etc)
• Dictaphone and copy-typing of a wide range of documents
• Submit trademark applications for registrations, attend to trademark assignments, upkeep of registered trademarks, ensuring that it is renewed timeously, keeping office records and recon updated
• Attend to the lodgement of Trusts at the Master’s offices (new trusts, amendment to trust deeds, trustee amendments, etc)
• Collate, update and maintain all legal and company secretarial documents on the Companies and Intellectual Property Commission database (e-filing), file all documents within prescribed deadlines, filing CIPC applications on statutory files, process and submit documents on CIPC website timeously, adhere to statutory changes to legal entities, timeously, registration of new companies, director changes, name changes, etc
• Attend to all requests for statutory and FICA documentation in respect of new clients (and keeping proper records of these both electronically and on file)
• Opening of new clients and matters on system for the firm
• Capturing of accurate billings and amending of invoices to enable office manager to submit invoices to clients
• Tenders (source tenders that the firm can apply for, attend briefing sessions, draft necessary tender documents, etc)
• Upkeep of electronic filing (including Dropbox, and other file sharing platforms)
• Incorporating amendments to documents

DESIRED EXPERIENCE & QUALIFICATION

• Strong administration and organisational skills in order to manage the director’s office
• Hard-working, with the ability to work under the stress that comes with a Law practice
• Must be well-organised and conscientious
• Honesty, reliability, punctuality, loyalty, commitment
• High emotional intelligence, resilient integrity
• Ability to multi-task and pay attention to strict deadlines
• Must be able to work after hours should work pressures require it (no overtime is paid)
• Must be...
  
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