Job Description

Role purposeThe PA provides professional secretarial and office support/administration services including diary management to Partners and Associates.Facilitates operational efficiency and assist Partners and Associates to achieve strategic objectives. Coordinates the administrative requirements of the department and assists with scheduling, planning and coordinating all department activities.Main Responsibilities

• Support fee earner administrative activities (e.g., bundling, indexing, general organization)
• Manage new instructions, prepare engagement letters, and capture information in the IN Tap system
• Provide flexible support, including after-hours assistance when required for urgent filings or projects
• Utilize advanced Excel skills to create, maintain, and analyze complex spreadsheets
• Recreate and generate detailed timesheets based on fee earner activities, ensuring accuracy and completeness
• Proactively manage diaries and arrange meetings, accommodating flexible schedules
• Run and review WIP reports, prepare billing stats, and coordinate time capture
• Manage email inboxes, ensuring urgent emails are promptly addressed
• Make travel arrangements and handle personal support tasks as needed
• Maintain CRM by updating InterAction and fee earner contact lists
• Support Marketing and Business Development administration
• Assist with billing processes and timesheet management
• Mentor less experienced team members
• Work in accordance with Standard Operating Procedures

You will report to the Dispute Resolution Practice Group Leader.Key relationships:

• Country Management Committee
• Senior Office Operations Manager

About The CandidateTechnical skills, qualifications, and experience

• Secretarial diploma
• Minimum 5 years of secretarial experience, preferably in a professional services environment
• Advanced Microsoft Excel skills, including proficiency in complex formulas to create and maintain significant excel data indices
• Strong knowledge of Microsoft Office suite and legal practice management software
• Ability to quickly learn and adapt to new software and systems
• Excellent time management and organizational skills
• Flexibility to work non-standard hours when required
• Strong attention to detail, especially in data entry and analysis

Personal qualitiesThese personal qualities represent the shared characteristics of high performers across Baker McKenzie, regardless of job level and location.Know how

• Keeps across key developments in all relevant areas and demonstrates the ability to develop substantive authority in relation to the Firm's specialist fields
• Demonstrates the ability to identify the real issue, and to anticipate requirements and potential consequences; distils a range of possibilities by thinking in a considered, prudent manner
• Able to move through a variety of tasks requiring different approaches, knowledge, and expertise, with agility of mind and capacity for analysis and synthesis

Dedication

• Driven by a strong personal sense of integrity and upholds exemplary quality standards
• Prepares thoroughly, takes responsibility, uses initiative and is self reliant to ensure work progresses to the fullest extent possible
• Hardworking and diligent with a keen understanding of client demands
• Demonstrates composure when dealing with difficult situations

Personal Impact

• Creates a positive impression at all times; develops relationships through collaboration and reciprocity
• Negotiates to achieve outcomes that are mutually satisfactory; shows good judgement on when to stand strong and when to compromise
• Invests in, nurtures and builds a network of productive relationships

Humanity

• Respectful to others, regardless of their position, and earns the respect of others by being transparent
• Has care and concern for others and a genuine interest in others as people
• Treats delicate or confidential issues with grace and discretion.

Why Join Us?Baker McKenzie is a truly global law firm. Founded in 1949, we advise many of the world's most dynamic and successful business organisations through our 13,200 people in 78 offices in 46 countries. Yet big does not mean impersonal. We work hard to ensure that everyone knows their role and has the support they need to perform it to the highest standard. Our culture encourages this - how we work, think and behave in a collaborative and fulfilling way.In Johannesburg you will be part of an office with over 100 people. Originally opened in 2012, Baker McKenzie South Africa is well established in South Africa as a leading international law firm and is regularly involved in some of the country's most high-profile legal matters. We can offer you the work, pride and experience of being part of a leading law firm but in a local office environment that is hardworking, yet friendly and supportive.Have a look at our to find out more about us!To ApplyAt Baker McKenzie, we welcome direct applications.Please click on the Apply button on this advertisement to complete the application form.NO AGENCIES PLEASEPlease note Baker McKenzie does not accept unsolicited CVs.Our Commitment to Diversity & InclusionBaker McKenzie has a culture of diversity and inclusion in its DNA - since our beginning, the differences of our people have helped us to work fluently across borders, cultures and practices. This is intrinsic to everything we do and underpins Baker McKenzie's vision to be the global law firm of choice. We understand that organisations work best when people with different backgrounds and points of view are brought together. We also know people perform at their best when they can be themselves at work. Baker McKenzie is committed to serving our clients with innovative solutions brought about by a diverse talent pool and an inclusive community.The Johannesburg office mirrors the wider firm in encouraging the best people, regardless of race, culture, religion or belief (if any), gender, gender identity and expression, disability, sexual orientation or age, to fulfil their professional aspirations with us so as to create an exciting and diverse legal environment.

Baker McKenzie