Legal Secretary

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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.
Creating and amending high volume of documents, correspondence and e-mails, using audio dictation and manuscripts, to a high degree of accuracy and often to tight deadlines; tracking changes in completed documents using Track Changes.
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.
Filing personal documents and correspondence; electronic filing of e-mails and documents (i.e. exporting); identifying correct file reference numbers and assisting with paper-based filing where needed.
Drafting cover letters/faxes/emails to clients or attorneys as required.
Researching on the internet and other information sources.
Any other secretarial or administrative duties as may be required.
Additional Documents
Legal Secretary
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