Secretary II at Adams & Adams

Job Purpose

• The Secretary II role ensures the efficient operations of a team within the trade mark litigation department, by combining financial administration, legal document preparation, client liaison and general office support.  The Secretary II safeguards deadlines, maintains accurate records, and provides essential assistance to attorneys and partners in managing trade mark portfolios and litigation matters.

Job Requirements
Financial & Billing Administration

• Billing files, including preparing full billing data and costing (and notation) of files on CMS (both Debit notes and Credit notes)
• Capturing daily to ensure that all accounting and files are up to date
• Preparing billing data and debit/credit notes
• Attending to the invoicing of domain names
• Preparing quotations for trade mark litigation matters as well as domain name registrations and renewals
• Managing accounts, responding to account queries, and following up on overdue payments timeously
• Preparing requisitions and cheques for agents/service providers
• Requesting updates of address database / new account numbers on CMS

File & Record Management

• Maintaining proper and up to date electronic files on systems (Patricia, CMS, litigation databases)
• Opening new files, updating file records, and closing files once the matter is finalised
• Maintaining litigation diary and creating weekly diary lists

Legal & Trade Mark Support

• Preparing and filing of trade mark forms
• Assisting with preparation of High Court and other litigation papers, paginating, indexing and preparation of bundles.
• Preparing schedules for litigation papers and other trade mark matters
• Online research for litigation
• Conducting searches with Trade Marks Office, Companies & Closed Corporations Office, and online research for litigation
• Drafting routine letters and emails
• Using templates, complete and update draft affidavits and domain name complaints by inserting case specific information and tailoring them to the circumstances
• Arranging for service on CIPC/ High Court etc
• Instructing the registration and renewal of domain names
• Reviewing PAWS journals and sending watch letters
• Requesting searches from the Trade Marks Office and Companies & Close Corporations Office
• Filing formal documents through the relevant portals

Client & External Liaison

• Answering calls, screening enquiries, and liaising with clients telephonically
• Coordinating consultations and arranging venues
• Arranging for translation of documents through external translators
• Sending e-mails and other correspondence

General Administrative Support

• Typing/editing documents/affidavits/letters for partners, associates, and candidate attorneys
• Photocopying and scanning of various documents, collating annexures, and digital photography of evidence
• Ordering stationery for partner and preparing computer presentations

Functional Skills

• Fast and accurate typing (70+ wpm)
• Proficiency in dictation typing
• Strong computer literacy (MS Word, Excel, PowerPoint)
• Excellent command of English (fluency and accuracy)
• Accounting skills, knowledge and record-keeping ability
• Competence in drafting letters, emails, and professional correspondence
• Professional telephone etiquette and client communication skills

Core Competencies

• High attention to detail and accuracy
• Strong interpersonal skills
• Ability to take initiative and proactive problem-solving abilities
• Analytical thinking and sound decision-making
• Effective organizational skills with ability to prioritise work
• Consistent punctuality
• Ability to work independently and under pressure
• Flexibility in handling varied tasks and schedules
• Reliability and trustworthiness in responsibilities
• Commitment to confidentiality and discretion

Qualifications

• Matric or National equivalent qualification with English at Higher Grade
• Paralegal Diploma (Advantage)

Experience

• 4+ years Trade Mark Litigation Secretarial experience