Legal Secretary

A multi-disciplined legal firm where a driven and independent individual will  thrive. The legal secretary should be a fast-paced worker, well-organised and willing to support the team with tasks at hand.

Dictation

• Critical to this role is dictating and transcribing lawyers audio files and written notes, timeously, accurately and in a well-structured manner.
• Provide support in meetings and important matters by taking minutes and notes, and sharing these with the necessary stakeholders.
• Provide support to the legal team by checking document structure and proofreading legal documents for grammatical correctness.
• Overall, produce information by transcribing, formatting, inputting, editing, retrieving, and copying text, data, graphics, and other evidence to help coordinate case preparation.

Legal Administration

• It is a priority to accurately and timeously organise and manage case files and records.
• Keep all files up to date and accurately complete all matters pages in each file.
• Index and maintain all files for matters and pleadings.
• Manage records, ensuring that all files are ready for court at all times.
• File recon lists of all current matters for the legal team.
• Prepare legal papers, correspondence, and reports to helping assemble court and presentation materials.
• Maintain accurate filing and retrieval systems, as well as any digital archive systems.
• Perform essential secretarial and administrative duties, like arranging meetings and conferences, and taking phone calls.
• Manage calendars to make sure all matters functions smoothly.
• Collect and deliver documents when needed.

Legal Team Organisational Support

• This role assists and supports multiple legal team members at different levels of seniority (primarily the Senior Associates and Associates but also the Paralegals and Candidate Attorneys) as needed.
• Manage diaries, schedule appointments, and coordinate meetings. and make travel arrangements for members of the legal team.
• Facilitate the meeting of deadlines by keeping multiple agendas and providing timely reminders.
• Enhances members of the legal team's effectiveness by providing information-management support.
• Represent members of the legal team by effectively communicating on their behalf and obtaining information, and proactively following-up on delegated assignments.
• Effectively communicating with clients, colleagues, advocates, opposing counsel and partners.
• Greet visitors, show them to the boardroom or waiting area, and provide them with refreshments.

Drafting

• When required, preparing the outline structure of legal papers
  
  
• At times, draft legal documents under the direction and  guidance of an  associate for them to review, complete and action.
  
  
• When required, also assist with legal research.

Being a Team Player

As a Legal Secretary deeply integrated into the business culture, this individual thrives as a dedicated team player, consistently supporting colleagues and fostering a collaborative environment. The role involves not only proficiently handling legal documentation and administrative tasks but also embodying the company's values through professional conduct and a proactive attitude. Pride is taken in contributing to the team's success by ensuring seamless communication, offering assistance where needed, and maintaining a positive and respectful workplace atmosphere. With a strong commitment to personal
ethics and maintaining confidentiality, this professional ensures that sensitive information is handled with the utmost discretion. Commitment to excellence and teamwork underscores the ability to enhance productivity and uphold the highest standards of professionalism within the legal department.

Competencies needed

• Strong time management and organisational skills
• Effective verbal and written communication skills
• Documentation management skills
• Good interpersonal relationship skills
• Excellent attention to detail
• Strong ethics
• High degree of professionalism
• Team Collaboration
• Strong multitasking and prioritisation skills
• Sense of urgency

Qualifications/Experience needed

• Proven experience as a Legal Secretary or similar role (etc. Executive Assistant)
• Dictation experience
• Previous professional office experience
• Legal knowledge of legal terminology, South African procedures, and court systems
• Proficient in Microsoft Office Suite and legal research databases