Executive Assistant | Legal Administrator

SUMMARY:
Our client, based in the Northern Suburbs of Cape Town, a growing commercial, litigation and property law firm, is looking for a highly organised, proactive and professional Executive Assistant to join their team.

This is a key operational role within our firm. We're looking for someone who takes ownership, thrives in a fast-paced professional environment and ensures that our administrative, client communication and office operations run efficiently.

POSITION INFO:
Requirements: 

• Matric.
• At least 3 years' experience in an executive assistant, legal secretary, office administrator or similar role.
• Previous experience in a law firm or professional services environment will be advantageous.
• Excellent written and verbal communication skills in English and Afrikaans.
• Strong organisational skills and exceptional attention to detail.
• Confidence working with invoicing, payment reconciliations and financial administration.
• Proficiency in Microsoft Office, Outlook and digital administrative systems.
• A professional, personable and client-focused approach.
• The ability to prioritise, multitask and work independently.
• Absolute discretion and respect for client confidentiality.

• Client Communication & Front Office
  • Serve as the first point of contact for prospective and existing clients.
  • Manage incoming enquiries, telephone calls and general correspondence.
  • Coordinate client consultations, appointments and follow-ups.
  • Maintain professional and responsive client relationships.
• Email & Diary Management
  • Manage and monitor the firm's central email inbox.
  • Screen, prioritise and distribute incoming correspondence.
  • Coordinate diaries, meetings and appointments.
  • Follow up on outstanding communications and administrative tasks.
• Billing & Financial Administration
  • Prepare and distribute client invoices and statements.
  • Reconcile incoming client payments and allocate payments to invoices.
  • Follow up on outstanding accounts and payment confirmations.
  • Liaise with the firm's accounting and finance team.
  • Maintain accurate billing and payment records.
• Legal & Office Administration
  • Maintain accurate electronic client files and filing systems.
  • Assist with client onboarding, engagement letters and administrative documentation.
  • Support attorneys with general secretarial and administrative duties.
  • Coordinate document signing, scanning, filing and recordkeeping.
  • Oversee general reception and day-to-day office administration.
  • Assist with improving internal administrative processes and workflows.