Legal Secretary / Executive Assistant

Hired Recruitment (Pty) Ltd; Cape Town; On-site; ZAR 300,000 - 500,000; Full time

Job summary

Hired Recruitment (Pty) Ltd in Cape Town is looking for an experienced Executive Administrator to provide comprehensive support to the CEO and Operations Manager. Key responsibilities include managing office operations, coordinating meetings, and overseeing financial administration.

The ideal candidate will have at least 10 years of administrative experience, advanced Microsoft Office skills, and possess a valid South African Driver's Licence. A proactive and detail-oriented approach is essential for success in this role.

Qualifications

• Minimum 10 years' administrative experience required.
• Own reliable transport is essential.
• Ability to learn new software platforms quickly.

Responsibilities

• Provide executive support to the CEO and Operations Manager.
• Manage calendars, diaries, meetings, and travel arrangements.
• Oversee day-to-day office operations and manage office supplies.
• Assist with client onboarding and document management processes.

Skills

Advanced Microsoft Office skills

Strong digital literacy

Excellent written and verbal communication skills

Strong organisational and multitasking abilities

Education

Matric with Bachelor's Pass

Valid South African Driver's Licence (Code B)

Job description

Key Responsibilities

Executive & Administrative Support

• Provide executive support to the CEO and Operations Manager.


• Manage calendars, diaries, meetings, and travel arrangements.


• Coordinate correspondence and maintain planners.


• Assist with prioritisation and tracking of key tasks.

Office Management

• Oversee day-to-day office operations.


• Manage office supplies, stationery, catering, and cleaning requirements.


• Coordinate office maintenance and service providers.


• Prepare the office for visitors, meetings, and events.


• Manage access control, parking, uniforms, and staff support services.

Operations Support

• Assist with supplier and vendor coordination.


• Support client onboarding and document management processes.


• Coordinate internal communication and operational documentation.


• Provide payroll, leave administration, and professional registration support.

Finance Administration

• Manage petty cash and expense tracking.


• Maintain accurate financial records.


• Assist with bookkeeping and reconciliations.


• Support accounts payable and receivable processes.


• Prepare documentation for invoicing and payments.

Record Keeping & Compliance

• Maintain accurate electronic and physical records.


• Monitor shared folders and ensure documentation is up to date.


• Coordinate reporting and administrative deliverables across the team.

Minimum Requirements

• Matric with Bachelor's Pass (essential).


• Valid South African Driver's Licence (Code B).


• Own reliable transport.


• Minimum 10 years' administrative experience.


• Advanced Microsoft Office skills.


• Strong digital literacy and ability to learn new software platforms.


• Excellent written and verbal communication skills.


• Strong organisational and multitasking abilities.

Personal Attributes

• Highly organised and detail-oriented.


• Professional and discreet.


• Honest, ethical, and dependable.


• Strong interpersonal and communication skills.


• Proactive and solutions-focused.


• Able to work under pressure and meet deadlines.


• Collaborative team player with a positive attitude.