Legal PA to Head of LPO team

Synopsis

Our client is a global law firm with its outsourced legal services centre based in Johannesburg. They are looking for Legal PA to join their team.


Minimum Requirements

National Senior Certificate Grade 12 or equivalent.
A proven track record of working as a PA within a fast-paced professional services environment.
Proven ability of communicating in an effective and professional manner to both internal and external stakeholders.
Proven experience of successfully managing and prioritising own workload, with an ability to work under pressure and to tight deadlines.
Typing speed of 60wpm with high accuracy.
A high level of computer literacy, including proven experience of using Outlook, Word, Excel and PowerPoint in a PA role.
*senior management defined as the most senior person within the organisation e.g. Chief Executive/Director.


Role Description

Support the Head of LPO Johannesburg work schedule, optimising the efficient use of time and resources through effective planning.
Manage the Head of LPO Johannesburg inbox, commitments and diary and, in proactive consultation with the Head of LPO Johannesburg, regularly raising issues with them to remind, organise and agree actions.
In addition to supporting the Head of LPO Johannesburg, administrative support will also be provided to the LPO Qualified Johannesburg team and the LPO Johannesburg team, ensuring the team's needs are met in a proactive and professional manner.

Email, diary and meeting management
Proactive diary management for the Head of LPO to ensure effective time management, a focus on priorities and the Head of LPO is aware of diary commitments.
Extensive meeting management, ensuring the Head of LPO has accurate and timely information prior to meetings and is assisted with the preparation of meeting agendas, presentations or print outs.
Provide support in relation to the booking, control use and setting-up of meeting rooms and private offices.
Provide support in relation to the set-up of meeting rooms and private offices before and after as and when required.
Liaise with suppliers regarding the supply of catering and refreshments for meetings and other functions.
Liaise with members of the Operations and Projects team, to ensure that audio-visual and other IT requirements are in place for meetings and other functions.

Travel Management
Make and coordinate complex travel arrangements for Head of LPO, LPO Qualified team and other LPO team members, including preparing itineraries of travel information and business commitments.
Support and coordinate the travel arrangements of any visitors to the Johannesburg office (including partners, associates, business services managers or other visitors).
Organise PA support during stay in other offices, IT requirements, office / desk space, passes, meeting room bookings.
Organise visas where applicable.
Order / return foreign currency in advance for expenses claimed whilst travelling.

General administration and other duties
Handle telephone calls, deal with enquiries as appropriate and relay accurate messages as required. Respond appropriately to any questions and queries on behalf of the Head of LPO.
Accurately produce letters and draft replies to correspondence for both internal and external distribution, including copy and audio typing.
Collate, complete and process all expenses claims for the Head of LPO, LPO Qualified team and other LPO team members.
Provide support to the Head of LPO, LPO Qualified team members and Business Services on the administrative and logistical elements of LPO’s recruitment activities.
Provide support to the Head of LPO, LPO Qualified team members and Business Services with induction and other training arrangements, materials and logistics.
In conjunction with the Head of LPO, LPO Qualified team members and Business Services prepare and send out brochures and other materials clients and prospective clients.
Monitor and manage the Johannesburg office client relationships database (via Interaction or otherwise).
Provide cover in relation to the general office management (including checking tidiness and cleanliness of meeting rooms, private offices, the reception and all other areas) and escalating any issues.
Maintain confidentiality. This includes verbal communications and ensuring confidential documents are secured appropriately.
Maintain the filling system, ensuring that all files are kept up to date at all times. Archiving and retrieving files from storage as required.
Monitor and manage the Johannesburg office client relationships database (via Interaction or otherwise).
Provide cover for office related functions and events as and when required.
Provide support for relevant strategic firm-wide projects or people processes.
Arrange lunches and dinners and other events as required, including reviewing venues and menu planning and ensuring costs are maintained against budget.
Take minutes as and when required and follow up proactively on action points.
Provide PA assistance to international staff visiting the Johannesburg Office, arranging their meeting schedules, IT requirements, office / desk space, passes, meeting room bookings.

#LegalPA #LegalProcessOutsourcing #LPO


City: Johannesburg

Salary: R350K - R400K

Duration: Permanent