Legal Non-Profit is urgently looking to add a well-spoken, professional office assistant to their team
Main job function
Day to day Duties
Check emails and dealing with enquiries;
Answer phone and deal with all queries;
Ordering of stationary when needed;
Update Social Media pages;
Ensuring that all office equipment is in working order and arrange for services when needed
Ad hoc general secretarial duties.
Arranging meetings/diary/travel for CEO;
Dealing with advertising queries and arranging for advertising to be loaded on website and sent out to members via email; issuing of invoices in respect of advertising and ensuring that payment is received.;
Assisting CEO when needed with accreditation project;
Ordering of corporate advertising material when needed.
Organising Courses / Workshops: (Johannesburg, Cape Town and Durban)
Collating info and drafting of course outlines;
Securing and liaising with speakers for workshop;
Liaising with venue about booking;
Online marketing of course / workshop;
Receiving and processing of registration forms;
Issue invoices in respect of registrations received; etc
Events / functions: (Johannesburg, Cape Town and Durban)
Liaising with venues – sourcing and booking of suitable venue; menu selection; confirmation of number of attendees;
Liaising with speakers for event – if needed;
Booking of photographer – if needed;
Create invitations to events;
Where needed, shopping for décor for venue and gifts for guests / guest speakers etc
Dealing with all membership enquiries; Processing details of new members; Updating of current member info when needed; Issue invoices for membership – new members (ad hoc) as well as annual invoices.
Ensuring that info on website is kept up to date and relevant; Providing guidance to members and non-members where needed on website content.
Newsletter and other online updates to members
Sourcing of articles for monthly newsletter and other online updates; Compiling newsletter and online updates; Sending it to member database.
Annual Corporate Counsel Forum Africa and African Legal Awards:
Dealing with online communications from co-host’s team; Attending weekly (or ad hoc) teleconference with co-host’s team; Attending to venue inspections and providing feedback to co-host’s team in this regard; Assisting with online marketing of events to database; Attending the events to assist where needed; Set-up of venues for Forum and Awards evening; Assisting at registration desk and to welcome delegates and guests; Assisting with clearing venues from marketing material and décor.
Planning and compiling calendar for following year; Liaising with venues with regard to availability of venues on required dates; Liaise with insurance company with regard to insurance cover on all equipment; Creating new files for following years filing needs; AGM – confirming date, booking of venue and catering needs, sending out notices to members.
Proficiency in MSWord, Excel, PowerPoint and Outlook;
At least 1 – 2 years legal secretarial background NOT NEGOTIABLE
A good typing speed;
Well-spoken in the English language;
Presentable and professional;
Attention to detail — careful about detail and thorough in completing work task
Strong organisational skills;
Able to manage own time and tasks at hand;
Able to identify complex problems and review related information to develop and evaluate options and implement solutions;
Ability to consider the relative costs and benefits of potential actions to choose the most appropriate one; and
Ability to give full attention to what other people are saying and to use logic and reason to identify the strengths and weaknesses of alternative solutions.
A Consultant will be in touch if you are shortlisted for the position. Please consider your application unsuccessful should you not have been contacted within 2 weeks. We will keep your CV on our database and contact you should you match the criteria of any other vacancies.