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Position Title: Paralegal

Job Summary Statement/Purpose:
As Paralegal and Executive Assistant to the Executive Manager, the position will be responsible for the effective and efficient day-to-day management and organisation of the Executive’s activities and business. This will include acting as the main point of contact for the Executive Manager, complex diary management, organising and supporting high-level senior meetings; prepare reports and presentations; providing legal administration assistance. The purpose of the role is to deliver comprehensive secretarial, legal and administrative support to the Executive Manager and Secretariat department.

Current Status: Closed

Contract Type: Permanent

Closing Date: November 26, 2021

Click here to apply

Qualifying Criteria

1. Support
• Management of complex diaries and co-ordination of meetings for relevant team members and oversee organisation on different time zones.
• Draft agenda and minutes of meetings.
• Receive and screen incoming calls and visitors, determine which are priority matters, and alerts the executive accordingly. Makes referrals to appropriate staff or provides requested information.
• Management of other incoming correspondence (e-mails/manual mails) and respond appropriately.
• Arrange local and international travel bookings and reservations, ensuring that all bookings are communicated effectively and within Sasria travel policy.
• Acts as liaison between the executive and subordinates by transmitting directives, instructions and assignments and following up on the status of assignments.
• Deal with queries/complaints where necessary.
• Prepare presentations for Exco and Managers Review, proofread, and edit documents prepared for the administrator’s or executive’s signature.
• Compile and safeguard records for Governance Division.
• Deal with Board Secretaries within Sasria and external organisation.
• Conduct legal and factual research.
• Analyse and summarise documents for Executive’s review.
• Ensure all legal documents, such as summons are dealt with timeously to prevent legal risk to Sasria.

2. Administrative Support
• Prepare and type documents (for internal or external use) in accordance with the established Sasria standards and branding guidelines.
• Prepare and/or collate drafts of documents and reports for legal review.
• Obtain, cross-check and validate information.
• Organise and attend to photocopying, printing, binding and deliveries of documents by messengers and couriers.
• Ensure that divisional information is kept up to date on the Intranet.
• Assist with other ad hoc duties as and when required.
• Manage stationery orders.
• Coordinates trainings and seminars run by Governance.
• Ensure proper E-filling of general divisional documents as well as performance management documents.
• Collate reports submitted to Executives by Managers.
• Compile reports as per required format – monthly/weekly.
• Coordinate transport for functions.
• Submit reports for authorisation on or before report deadlines.
• Virtual collaboration to help stay in touch while working remotely.
• Tech-capable competencies to navigate remote working tools
• Ability to self-direct and stay focused while working independently.
• Dependable and trustworthy to get the job done, unsupervised.

3. Compliance with regulations and other governance codes
• Adherence to CIPC, FSCA, Prudential Authority and National Treasury compliance dates.
• Facilitation of performance assessment of relevant committees and committee members, where applicable.
• Requesting information for reporting to the relevant regulatory bodies.
• Ensure adherence to Record Management requirements in terms of National Archives Act.
• Ensure adherence to Policy Governance Framework.

4. Divisional initiatives or projects
• Assist in events management in the division.

• Matric coupled with a Secretariat/administration certificate.
• Paralegal/Legal Qualification (Advantageous).
• Minimum of 3 years’ experience as an Executive Secretary or Committee Secretary in a Governance environment.
• 1 – 3 years’ experience working in a legal environment.

• Proven track record in secretarial and administrative environments.
• General knowledge of legal and secretarial procedures.
• Ability to follow, apply, interpret, and explain instructions and/or guidelines.
• Knowledge of employee policies and procedures.
• Knowledge of filling plan methods.
• Knowledge of relevant legislation and regulatory framework.
• Knowledge of legal terminology.

• Customer service.
• Interpersonal skills.
• Minute taking.
• MS Office.
• Telephone etiquette.
• Time Management.
• Administration.
• Communication.
• Research skills.
• Multi-tasking.
• Analytical.

• Ability to handle confidential matters with tact and professionalism.
• Drive for results.
• Attention to detail.
• Team working.
• Customer Centric.
• Upholding standards.
• Managing work.
• Managing risk.
• Emotional resilience.
• Handling conflict.
• Continuous learning.
• Managing information.

  • A South African citizen of any gender, preference will be given to an EE candidate
  • The role will be in Illovo, Johannesburg