Secretary II Job Pretoria area,South Africa,Administrative/Clerical

Description

Adams & Adams is a leading African law firm known for client-centric service and a culture of trust, collaboration, and innovation. The firm prioritises talent development and fosters continuous learning to empower teams.

The Secretary II role ensures the efficient operations of a team within the trade mark litigation department, by combining financial administration, legal document preparation, client liaison and general office support. The Secretary II safeguards deadlines, maintains accurate records, and provides essential assistance to attorneys and partners in managing trade mark portfolios and litigation matters.

Requirements

Financial & Billing Administration

Billing files, including preparing full billing data and costing (and notation) of files on CMS (both Debit notes and Credit notes)

Capturing daily to ensure that all accounting and files are up to date

Preparing billing data and debit/credit notes

Attending to the invoicing of domain names

Preparing quotations for trade mark litigation matters as well as domain name registrations and renewals

Managing accounts, responding to account queries, and following up on overdue payments timeously

Preparing requisitions and cheques for agents/service providers

Requesting updates of address database / new account numbers on CMS

Files & Record Management

Maintaining proper and up to date electronic files on systems (Patricia, CMS, litigation databases)

Opening new files, updating file records, and closing files once the matter is finalised

Maintaining litigation diary and creating weekly diary lists

Legal & Trade Mark Support

Preparing and filing of trade mark forms

Assisting with preparation of High Court and other litigation papers, paginating, indexing and preparation of bundles.

Preparing schedules for litigation papers and other trade mark matters

Online research for litigation

Conducting searches with Trade Marks Office, Companies & Closed Corporations Office, and online research for litigation

Drafting routine letters and emails

Using templates, complete and update draft affidavits and domain name complaints by inserting case specific information and tailoring them to the circumstances

Arranging for service on CIPC/ High Court etc

Instructing the registration and renewal of domain names

Reviewing PAWS journals and sending watch letters

Requesting searches from the Trade Marks Office and Companies & Close Corporations Office

Filing formal documents through the relevant portals

Client & External Liaison

Answering calls, screening enquiries, and liaising with clients telephonically

Coordinating consultations and arranging venues

Arranging for translation of documents through external translators

Sending e-mails and other correspondence

General Administrative Support

Typing/editing documents/affidavits/letters for partners, associates, and candidate attorneys

Photocopying and scanning of various documents, collating annexures, and digital photography of evidence

Ordering stationery for partner and preparing computer presentations

Functional Skills

Fast and accurate typing (70+ wpm)

Proficiency in dictation typing

Strong computer literacy (MS Word, Excel, PowerPoint)

Excellent command of English (fluency and accuracy)

Accounting skills, knowledge and record-keeping ability

Competence in drafting letters, emails, and professional correspondence

Professional telephone etiquette and client communication skills

Core Competencies

High attention to detail and accuracy

Strong interpersonal skills

Ability to take initiative and proactive problem-solving abilities

Analytical thinking and sound decision-making

Effective organizational skills with ability to prioritise work

Consistent punctuality

Ability to work independently and under pressure

Flexibility in handling varied tasks and schedules

Reliability and trustworthiness in responsibilities

Commitment to confidentiality and discretion

Qualifications

Matric or National equivalent qualification with English at Higher Grade

Paralegal Diploma (Advantage)

Experience

4+ years Trade Mark Litigation Secretarial experience


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