Personal Assistant - Johannesburg, South Africa - Hogan Lovells

Hogan Lovells
Hogan Lovells
Verified Company
Johannesburg, South Africa

1 week ago

Thabo Mthembu

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Thabo Mthembu

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Description
Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.

Purpose


Delivering a professional secretarial, organisational and administrative service, the individual will be proactive and responsible in managing their own workload, acting with autonomy and using initiative.

Working with an allocation of lawyers within a legal group.

Key Performance Areas and Accountabilities

  • Take ownership of enquiries, resolving or escalating (or identifying alternative contacts) as appropriate
  • Build an understanding of the nature of the fee earners work, get to know their clients and build relationships with them and the client PAs
  • Produce long, complex and accurate housestyle documents, manuscript amends, audio dictation and document comparisons
  • Demonstrate strong organisational skills, regularly act on own initiative, highlighting issues and suggesting possible solutions
  • Organise and prioritise workload and keep a levelheaded approach in a busy working environment
  • Actively source and share knowledge with others
  • Build a network of strong working relationships both internally and externally
  • Diary management arranging meetings, conference calls, lunches etc
  • Taking accurate and detailed telephone messages
  • Accurate and regular maintenance of filing systems, efiling, and archiving and retrieval of files from storage and opening new matter files
  • Provide cover for others in the team as requested
  • Preparing and producing bills, keeping accurate records of expenses, disbursements and fees for client billing, liaising with billing department to monitor payment of fees and responding to internal and external requests for back up documentation and further information
  • Organising travel (including flights, accommodation and restaurants) and providing the fee earners with detailed itineraries
  • Ad hoc duties as and when required
Requirements Profile

  • Excellent interpersonal skills with an ability to interact with people at all levels
  • Selfmotivated individual with a proactive approach
  • Keen to take ownership
  • Ability to think on one's feet to solve administrative problems, using support service departments as necessary
  • Client orientated approach clientfocused both internally and externally.
  • Willing to become involved with a desire to learn
  • Flexibility with overtime
Education and Experience

  • Grade 12 or equivalent (NQF 4)
  • Required
  • Previous legal PA experience
  • Excellent secretarial skills, fast accurate typing
  • Excellent written and verbal communication skills
  • Strong document production skills
  • Billing experience, preferably 3E
  • Excellent organisational and administrative ability
  • Meticulous attention to detail
  • Professional telephone manner, fielding calls where appropriate
Mental & Environmental / Legal Requirements

  • Must be able to handle pressure, setbacks and a high level of stress
  • Must be able to work to a deadline
  • Capable of working overtime as and when required
  • Must have a clear criminal record
Professional/Technical Skills

  • Accurate typing at minimum 60 wpm net
  • Advanced knowledge of MS Outlook, Word, Excel and PowerPoint
  • Experience of using BigHand or other similar workflow management tool
System Skills

  • Microsoft Office
  • Intermediate (required)
Behavioral Competencies

  • Good command of the English and Afrikaans language, both verbal and written
  • Excellent organisational skills with attention to detail
  • Good interpersonal skills
  • Tact and discretion with the ability to maintain confidentiality
  • Ability to work in a team as well as independently
  • Conscientious, proactive and service orientated
  • Punctual and reliable with strong work ethic
  • Ability to work under pressure and meet deadlines
  • Able to work overtime when required from time to time
  • Shows initiative by taking action to achieve goals on a proactive basis
  • Produces accurate and timeous results and sets own high goals or standards of performance
  • Able to adapt and embrace change
  • Ability to liaise with all stakeholders professionally in the work environment
  • Strong work ethic with an inherent sense of urgency
  • Delivering results and meeting business expectations
  • Shows support and engagement in the firm's diversity and inclusion strategy and related activities; helps build an inclusive culture and challenges discriminatory behavior and practices
  • Working with others
  • Delivering through others
  • Detail oriented
  • Additional Considerations_
  • Applicants must be South African citizens or have a valid South African work permit
Hogan Lovells Services (South Africa) Limited (Incorporated in England) is an equal opportunity employer. All positions are placed in accordance with the Company's Employment Equity Plan.- Hogan Lovells Services (South Africa) Limited (Incorporated in England), with its head offices at 140 West Street in Sandton, Johannesburg_

  • Where shortlisted, your information will be retained for a period of _
  • 12 months_
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