RESPONSIBILITIES:

Provide comprehensive administrative, legal secretarial, and personal assistant support on a daily basis.
This includes but is not limited to:

Legal Secretarial Duties

• Preparing various legal documents such as affidavits, opinions, notices, pleadings, briefs for counsel, and general legal memoranda.
• Managing telephone and email communications, including screening calls, resolving queries, and liaising with clients.
• Drafting correspondence and formatting professional documents.
• Recording and capturing time entries accurately on AJS or relevant billing software.
• Opening new matter files (physical and electronic) in accordance with firm and FICA requirements.
• Assisting with billing, fee notes, and following up on outstanding payments.

Personal Assistant Duties

• Maintaining and coordinating diaries and calendars, scheduling meetings, and managing travel arrangements for the Partners.
• Acting as the first point of contact for the Partners — handling correspondence, calls, and meeting requests with discretion and professionalism.
• Assisting with personal and confidential matters on behalf of the Partners when required.
• Coordinating logistics for events, presentations, and client engagements.
• Monitoring deadlines, reminders, and task lists to ensure timely completion of all commitments.
• Liaising with internal departments and external stakeholders to ensure smooth workflow and communication.

EXPERIENCE:

• Minimum 5 years’ experience in a litigation or legal practice is essential
• Proven experience handling file opening, FICA compliance, and file closing procedures within a law firm.
• Strong working knowledge of AJS or similar legal practice management software.
• Advanced computer literacy in Microsoft Word, PowerPoint, Outlook, and Excel.

QUALIFICATIONS:

• National Senior Certificate (Matric).
• A minimum of 5 years’ experience in a litigation practice is essential.
• A secretarial qualification, diploma, or a relevant certification is preferred.

KNOWLEDGE AND SKILLS:

• Strong understanding of legal processes, file management, and compliance requirements.
• Excellent organizational and administrative skills with meticulous attention to detail.
• Strong communication and interpersonal skills with a professional, client-focused approach.
• Ability to manage multiple priorities and meet deadlines under pressure.
• High level of integrity, confidentiality, and discretion.
• Self-motivated with a proactive, solutions-driven mindset.
• Fast and accurate typing with proficiency in document formatting and editing.

KEY PERFORMANCE AREAS:

• Actively engage in all areas of the practice to provide proactive and practical support.
• Communicate clearly and professionally (both verbally and in writing) when dealing with clients and managing their expectations.
• Manage priorities effectively, especially under pressure.
• Oversee all facets of practice administration, including billing and account preparation.
• Monitor and follow up on outstanding debts.

THE IDEAL CANDIDATE MUST:

• Demonstrate a strong understanding of client needs.
• Communicate effectively and manage professional relationships.
• Be ambitious, results-driven, and focused.
• Perform effectively under pressure in a deadline-driven environment.
• Be willing to work beyond regular office hours when required.
• Building and sustaining professional relationships with colleagues, clients, support staff, and external stakeholders.

If you are interested in this vacancy, kindly submit your CV along with the following supporting documentation:

• Latest updated CV
• Identity document or passport
• Academic transcripts
• Written references

Send your application to: careers@hbgschindlers.com