Tmt Legal Secretary (Senior)

Job title : TMT Legal Secretary (Senior) Job Location : Gauteng, Johannesburg Deadline : December 04, 2024 Quick Recommended Links Jobs by Location Job by industries Purpose: To provide a range of legal and routine administrative support services to a team of legal professionals (comprising of Partners, Senior Associates, Associates and 3 Candidate Attorneys).
Ensure that all work generated by the team is processed, administered and filed in an efficient and orderly manner.
Advanced functional knowledge and application of the firms document management and accounting systems.
Adhere to internal accounting policies and procedures as well as statutory and regulatory rules applicable to the legal industry.
Ensure brand awareness.
Ensure the smooth flow of the area and act as a central hub of the department.
Maintain synergy and good relationships between the various business units to ensure effective execution of day-to-day responsibilities.
This role has access to confidential information and requires absolute discretion at all times.
Experience and Qualifications: Matric/Grade 12  5 to 7 years experience as secretary / legal secretary in a legal/professional services environment Computer literacy - MS Office (Intermediate proficiency) Key Accountabilities  Legal Administration  Ensure compliance with New Business Intake (NBI) process and Know Your Client (KYC) requirements  Draft engagement letters  Ensure compliance with SARS requirements  Independently review and respond to all written and telephonic correspondence / queries with minimal disruption to fee earners Dictaphone typing  Transaction pre-closing and post-closing attendances  Assist with access and managing the virtual data rooms for due diligences (KIRA)  Prepare PowerPoint presentations  Notarial attendances  Prepare documents for Authentication by the High Court of South Africa  Conduct company searches using SA Company, Who Owns Who etc Maintain an up-to-date repository of templates and precedents relevant to the department  Ensure that the practice group clients are kept up to date on Interaction  Follow up with relevant service providers to ensure prompt resolution of problems  Operate as a super user i.e.
provide functional support and coaching to other staff  Diary Management/ Scheduling and maintaining of calendars: Proactively organise and manage diaries and make appointments  Ensure that the correct people are invited and available to attend; book boardrooms for meetings and conference calls (VC), book catering if necessary, making sure enough time is allocated for travel for offsite meetings Provide partner with relevant information and documentation to ensure preparedness for meetings Document Generation: Copy typing Draft amend and format general correspondence and documents, paying attention to detail, and ensuring good spelling/grammar/punctuation Draft amend and format legal correspondence and documents, paying attention to detail and ensuring good spelling/grammar/punctuation Prepare presentations and reports as required by the partner or department Knowledge of and adherence to 'in-house' and external styles to maintain standardization, consistency, and compliance with prescribed formats, if applicable General Administration Filing and maintaining filing systems  General office management and administration (faxing, photocopying, scanning)  Arrange and coordinate functions to launch and promote Private Equity initiatives Opening and closing of client files Archiving of records on an annual basis  Ordering of stationery Seeking ways to pro-actively improve efficiency and administration within the team Ability to assess and prioritise workload Inspect and arrange for the maintenance and repair of equipment and other services  Maintain safe custody of documents for clients ensuring that the correct signing and verification procedures are followed  Prepare outgoing packages for dispatch in line with national and/or international postage and courier requirements  Ensure items held for collection are kept secure and safely and delivered as instructed Co-ordinate the leave schedule  Ensure that internal personal are promptly notified of guest / client arrivals Overseeing the maintenance of a clean and organized workspace Attend to ad hoc personal matters on behalf of the partners  Travel Arrangements: Make all travel arrangements Proactively manage and communicate changes to travel and make alternative arrangements where necessary Research travel and immigration requirements.
Ensure that they are all met, and Visa applications are processed timeously Business Development Support  Provide administrative support service to the BD team by focusing on efficient co-ordination of conferences and events which include registering delegates, booking accommodation and flights, VISA applications, arranging travel insurance, noting dietary requirements and related attendances in line with the firms policies  Tracking costs Assist with pitch and tenders and credential statements  Relationship Building: Develop and maintain relationships with all levels of staff as a trusted resource  Maintain strong working relationships with and have open and transparent communication between all members of the team Develop and maintain relationships with vendors to ensure the quality-of-service delivery Assistance with the development and support of all team members  Special firm wide projects  Assist the Legal Service Improvement team with projects to ensure that the firms systems and processes is structured in such that it provides the required cost and profitability by product / process / practice across the firm  Assist with the development and optimization of systems  Operate as a test user for service improvement initiatives  Finance Administration:  Account management which includes capture of time, generate pro forma's; process amendments and applicable discounts; finalise invoices, prepare itemized billing narratives, keep supporting documents such as disbursement invoices  Assist with general financial management relating to the department (e.g.
credit notes, general financial queries, creation of vendors, write offs etc) Record and note terms and conditions governing fee arrangements for clients  Record and note e-billing requirements  Peruse, verify and capture creditors invoices for payment  Handle creditor queries and resolve any discrepancies both internally and externally  Verify statement of accounts and invoices for accuracy  Liaise directly with client in respect of queries  Create purchase order numbers for sponsorships and process support department requisitions  Process client entertainment, business / client travel, and general reimbursement claims  Age Analysis – follow up directly with clients twice a month in respect of accounts receivable and provide the accounts team and fee earners with an update  Manage work in progress (WIP) fees and ensure timeous billing  Assist with clearing up WIP – suggest write off's of minor soft costs and fee amounts in matters where the WIP is over 120 days or no longer proceeding etc  Prepare financial reports for the Partners for Partner Contribution purposes, financial year end reporting and BEE purposes  Escrow attendances which include collation of the escrow agreement, supporting documentation and KYC documents, prepare the unallocated trust monies, trust transfer and trust disbursement requisitions, obtain proof of payment and forward to beneficiaries  Investment of monies – knowledge of accounting criteria and parameters to correctly allocate and process deposits, withdrawals and payments to third parties  Assist in management and monitoring of the team budget Competencies Adaptability Attention to Detail Continuous Learning Interactive Communication Initiative  Pro- active  Problem-solving  Resilience Writing Skills Highly organized  Strong administrative skills   Law / Legal  jobs