Legal Secretary (Senior) – Technology, Media and Telecommunications Department - Cape Town at Bowmans (Law Firm)

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