I have over ten years of legal secretarial experience, having worked for several reputable law firms. I am well-versed in current legal practices and terminology and have extensive experience providing efficient administrative and secretarial support to lawyers and legal executives. I was also responsible for supporting the needs of our firm’s partners and clients, which included calendar maintenance, coordination of local and international travel and accommodations bookings, and general office support as needed.
Other important experience includes:
I am in-depth knowledge of Ms. Office (Ms. Word, Ms. Outlook, Ms. Excel), Elite WebView (in-house accounting system, CMS (in-house accounting system), Law Plan (in-house accounting system), File Site, Compli-Flow (Opening new client and matter numbers, system), iBoard Papers and BoardPad; Sage BEE123;
I have a basic understanding of the requirements of legal agreements/contracts and their management; and
I also understand and commit to quick turnaround times. The abovementioned skills will put me in good stead to become a successful candidate in your organization.
English Afrikaans Economics Business Economics Accounting
Work & Experience
o Acting as the point of contact among executives and stakeholders o Manage information flow in a timely and accurate manner o Manage executives’ calendars and set up meetings o Making travel and accommodation arrangements o Arranging expenses and preparing monthly and quarterly reports o Overseeing the performance of other clerical staff o Keeping up with office supply inventory o Formatting information for internal and external communication, memos, emails, presentations, and reports o Sending meeting notices and preparing draft agenda and sending approved agenda to members o Collating feedback for action points arising from the previous meeting o Communicate deadlines and reminders for submissions to the committee o Assisting to prepare and distribute committee packs and ensure that the recording, as well as the teleconference facilities, are ready for the meetings o Preparing attendance register before the meeting o Recording proceedings of the meetings o Producing minutes and action points for comments and action o Screening and direct phone calls and distributing correspondence o Organizing and maintaining the office filing system.
o Provide support to the CEO, CFO and Head of Legal, Risk and Compliance. o Ensure the confidentiality and security of all documents (creating folders and/or files for RFPs, Term Sheets, Legal documentation, etc.) o Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions. o Send meeting notices, prepare draft agenda and send approved agenda to Exco members. o Taking Exco minutes, transcribing minutes and circulating matters arising, compiling electronic board packs, and distributing them instantly on iBoard Papers. o Administer Board and Sub-committee meeting packs on the digital portal “iBoard Paper”. Manage access to the various online packs, handle queries and liaise with the service provider for the resolution of queries. o Co-ordinate the submission of various documents and loading on iBoard Papers. o Upload and publish Board and Sub-committee meeting packs on iBoard Papers for access by Board, Sub-committee, and Exco members. o Diary management for Executive Directors, including scheduling of meetings, issuing of calendar invites, and booking of conference/meeting rooms. o Drafting letters and correspondences and preparing PowerPoint presentations. o Travel Arrangements (Flights, Car hire and Visa Applications). o Ensure the annual renewals and/or return of earnings submissions to the Workman’s Compensation and ensure that the company has a letter of good standing from the Department of Labour. o Manage and collect the BEE certificates for various companies, collate documents and prepare the file for the verification process, liaise with the BEE consultant to ensure that all evidence meets the requirements, gathering and managing information, data and paperwork for the completion of BEE audit. o Coordinate all Employment Equity "EE'' data management and annual reporting and prepare information as required by the Employment Equity Act. o Learning Management System Administration, act as a contact person between Seta and the employer; serve as a Skills Development Facilitator “SDF", assist and coordinate where necessary on the Graduate and Bursary program, assist with enrolling Learners/Employees to the Seta platforms, assist with the Annual Training Report "ATR" on the implementation of the Workplace Skills Plan "WSP", Capturing of WSP/ATR on SETA System.
Administration o Typing – letters, e-mail, formatting commercial contracts or agreements documents on mark-ups/Track Changes, automatic cross referencing, comments updating table of contents etc, Execution of documents, arranging with clients for signature, scanning signed documents, making copies and arranging for execution documents to be notarised, sending notarised version to clients and keeping records of the signed original documents o Filing, preparation of presentations on PowerPoint o Attend to FICA requirements as and when required Accounts Management o Time sheets data capturing – CMS (In House Accounting System) o itemised billing o draft accounts o adjustments o final accounts o account queries and requisitions Diary Management o Scheduling meetings as per Director’s request o Accepting meetings from external clients on outlook o Preparing packs, issuing agenda's o Booking and confirming appropriate venues for internal meetings o Cancelling and rescheduling meetings o Confirming venue and directions before director leaves for an external meeting o Setting up personal appointments as requested o Meeting and greeting external and internal visitors who have been invited for meetings Travel Arrangements Local: o Liaising with the supplier to find appropriate travel dates and availability of flights o Setting up meetings with secretaries of external clients o Confirming flight bookings and meetings o Arranging airport transfers o Arranging car hire and accommodation if necessary o Drawing up a detailed itinerary o Making personal travel arrangements as and when requested International: o Liaising with the supplier to find appropriate travel dates and availability of flights o Ensuring that the passport is valid, and that the Director has the correct visa and Yellow Fever Certificate when required o Liaising with the supplier to purchase foreign exchange in the correct currency o Booking and confirming meetings with secretaries of overseas clients being visited o Confirming flight bookings with relevant suppliers Arranging accommodation: o Arranging transport to fetch the Director from the airport on arrival at destination o Booking transport for the Director to get to the airport for his return to South Africa o Setting up international roaming on the Directors mobile with the relevant supplier o Drawing up a detailed itinerary o Compiling a detailed list of telephone numbers for the Director o Making personal international travel arrangements as and when requested