Personal Assistant (Umhlanga)

Location: KZN, Umhlanga, South Africa
Date Posted: 09-03-2018
Our Client is seeking a Mature Personal assistant form previous PA experience in a CA or legal firm. 

Job specification


Secretarial duties:


  • Full diary management, being aware of Partner movements at all times
  • Regular review of diary with Partner and being proactive to minimize problems.
  • Arranging meetings/lunches/dinners, organising room bookings, catering, room set-ups, video conferencing etc.
  • Preparation for meetings and note taking in meetings
  • Being proactive in reminding the Partner of meeting attendance and pre-empting needs for a meeting – e.g. ensuring travel, paperwork, attendee lists, reports, files, pre-meets etc are organised
  • Organising travel including providing detailed itineraries (both domestic and international)


Event Management

  • Oversight of events, both internal and external, including seminars, conferences, dinners, networking evenings and corporate hospitality where the Partner has an involvement.



  • Copy and audio typing of all documents as required.
  • Inbox management
  • Word, PowerPoint, and Excel, particularly in delivering internal reports, presentations and proposals.
  • Use of firms templates and corporate style
  • Proofreading own and Partner’s work
  • Administrative duties including managing Partner’s post

Clients and client service:

  • Managing Partner’s contacts register
  • Building a strong working relationship with clients
  • Ensuring the firm’s client service standards are met
  • Dealing with clients’/potential clients’ telephone calls, specifically ensuring that messages are taken clearly and efficiently and responded to in a timely fashion.
  • Ensuring that incoming correspondence is responded to in a timely and appropriate manner
  • Filing all correspondence as appropriate
  • Maintaining confidential files


  • Ensuring completion of own and Partner’s timesheets
  • Managing expense claims for Partner


  • Ensures and maintains the strictest adherence to confidentiality at all levels.
  • Establishes strong working relationships with colleagues
  • Adheres to firm’s risk management policies
  • Photocopying, binding, sending faxes, filing, data input, sending courier packages
  • Carries out any other duties to meet the needs of business under the direction of Partner

Skills and experience required

  • Outstanding organisational ability
  • Excellent working knowledge of MS Office (Advanced Word, PowerPoint, Excel, and Outlook)
  • Ability to liaise at all levels, both orally and in writing
  • Ability to multi-task
  • Secretarial diploma/qualification essential
  • Have an understanding of the software packages and network used in the firm and adhere to the firm’s typesetting and templates

Personal attributes

  • Confidentiality
  • Initiative
  • Professional at all times
  • Proactive
  • Excellent organisational ability
  • Attention to detail
  • Ability to work under pressure
  • Assertiveness
  • Tenacity
  • Ability to work independently
  • Helpful and friendly
  • High energy levels
  • Logistical insight

Office hours

  • 08:00-16:30
  • There will be occasions where the incumbent would need to work overtime

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