Personal Assistant / Legal Secretary to the Executive Director

Oasis Crescent; Wes-Kaap; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A reputable financial services firm is looking for a Personal Assistant/Legal Secretary to support the Executive Director. Responsibilities include managing complex schedules, handling confidential communications, and accurately transcribing legal documents. The ideal candidate should have at least 5 years of relevant experience, possess excellent typing skills, and be proficient in legal terminology. This is a great opportunity to work in a dynamic environment with competitive benefits.

Benefits

Competitive salary

Professional growth opportunities

Collaborative team culture

Qualifications

• 5+ years experience as a Personal Assistant or Executive Assistant in a legal firm.
• Familiarity with legal terminology and court procedures in South Africa.
• Typing speed of at least 60 words per minute with high accuracy.

Responsibilities

• Manage the Executive Director's complex calendar and schedule appointments.
• Handle incoming and outgoing communications including emails and calls.
• Prepare, review, and organize important documents and reports.
• Accurately transcribe legal documents and ensure confidentiality.

Skills

Excellent typing skills

Strong communication skills

Attention to detail

Organizational skills

Problem-solving skills

Education

Degree in Business Administration or Legal Studies

Tools

MS Office Suite

Legal software platforms

Job description

Job Overview

The Personal Assistant / Legal Secretary will serve as a key partner, providing comprehensive administrative support to ensure smooth day-to-day operations. You will manage complex schedules, facilitate communication and coordinate critical business activities. The ideal candidate will also be responsible for transcribing legal documents accurately and efficiently, maintaining confidentiality, and ensuring that all legal correspondence is professionally formatted and filed. This role requires excellent typing skills, knowledge of legal terminology, a high level of discretion, attention to detail, and the ability to navigate a fast-paced and ever-evolving financial services environment.

Key Responsibilities

Calendar & Schedule Management: Manage the Executive Director\'s complex calendar, prioritize urgent matters, schedule appointments, meetings, and travel arrangements ensuring optimal time management and organization.

Correspondence & Communication: Handle incoming and outgoing communications, including emails, calls, and correspondence.

Travel & Event Coordination: Arrange travel, accommodation, and itineraries for both domestic and international business trips. Organize key events, including board meetings, client events, and internal team activities including liaising with clients, partners, and stakeholders.

Document Management: Prepare, review, and organize important documents, presentations, and reports. Proofread legal documents and correspondence, ensuring accuracy and timeliness.

Legal typing:

• Accurately transcribe dictated or handwritten legal documents, including contracts, pleadings, briefs, and letters.
• Edit and proofread legal documents to ensure correct grammar, punctuation, and formatting.
• Manage and maintain physical and digital filing systems.
• Handle confidential and sensitive information with discretion.
• Format documents in accordance with legal standards and firm requirements.
• Liaise with attorneys, legal secretaries, and support staff to clarify document requirements.
• Perform general administrative duties such as data entry, document scanning, and photocopying.
• Assist with court document preparation and ensure deadlines are met.

Event Coordination: Organize internal and external events, client meetings, and team activities.

Project Assistance: Assist with ongoing projects by providing administrative support, tracking project timelines, and ensuring deadlines are met.

Research and Reporting: Conduct research and prepare reports, presentations, and briefings as needed. Gather market insights to assist with strategic decision-making, including analysis and industry trends.

Communication Liaison: Serve as a liaison between the Executive Director and internal teams, clients, and stakeholders.

Confidentiality & Discretion: Maintain confidentiality of sensitive information and handle high-pressure situations with discretion.

Task Coordination: Support the Director with various special projects, deadlines, and ad hoc tasks as required.

Client Liaison: Act as a liaison between the Executive Director, clients, and other external partners, ensuring communication is clear and timely.

Education

A degree or diploma in Business Administration, Legal Studies, or a related field is preferred.

Experience and skills

• 5+ years proven experience as a Personal Assistant, Executive Assistant, or in a similar administrative role within a legal firm, demonstrating a strong understanding of legal terminology and document preparation.
• Familiarity with legal terminology and court procedures in South Africa.
• Flexible and able to work outside of normal office hours, as needed, to support the Executive Director\'s schedule and business demands.
• Exceptional typing skills, with the ability to produce accurate documents quickly and efficiently. Typing speed of at least 60 words per minute with high accuracy.
• Excellent organizational and time-management skills, with the ability to manage competing priorities.
• Ability to handle multiple priorities and work well under pressure.
• Strong communication skills, both verbal and written, with the ability to represent the Executive Director professionally and to interact professionally with senior executives, clients, and stakeholders
• Proficiency in MS Office Suite (Word, Excel, PowerPoint), and project management software and legal software platforms (preferred).
• Strong problem-solving skills and a proactive, solutions-oriented approach
• Strong attention to detail with the ability to anticipate needs and resolve issues proactively.
• Discreet, professional, and able to manage confidential information with integrity.
• Excellent interpersonal skills and the ability to work collaboratively with various teams.
• Ability to work effectively under pressure and adapt to changing priorities.

Why Join Us?

• Competitive salary and benefits package.
• Opportunity to work in a prestigious and supportive environment within a dynamic and fast-paced financial services industry.
• Professional growth and development opportunities in a high-impact role.
• A dynamic and engaging work environment with a collaborative team culture.

How to Apply:

Please submit your resume and a cover letter outlining your experience and suitability for the role.

We look forward to finding the next key member of our team!