Secretary III - Pretoria at Adams & Adams

Duties and responsibilities

• Creation of new Trade Mark records on Patricia
• Preparing Trade Mark forms, certificates, acceptance notices for lodging with the Registrar
• Typing correspondence in response to the Registrar’s queries or official actions
• Filing South African and foreign applications
• Assisting with travel arrangements, flight bookings, hotel reservations
• Capturing of history on computer records
• Communicating with search clerks at the Trade Marks Office
• Entering searches onto system
• Typing of search correspondence
• Attending to accounting matters (re: suspense items and open item listing)
• Typing of invoices and credit notes (including up loadable-bills)
• Creating and printing trade mark listings
• Opening files and dictation typing
• Drawing diaries
• Faxing, filing, photo copying and general office duties
• Sending and receiving e-mails
• Typing of minutes of meetings
• Preparing, checking and monitoring Standing Instructions
• Answering telephone calls and screening calls
• Handling routine correspondences
• Arranging meetings and appointments
• Diarising files
• Preparing draft reports for official actions for professional’s review
• Preparing status updates in respect of pending matters
• Monitoring deadlines and bringing urgent matters to professional’s attention
• Arranging authentication and legalization of documents
• Capturing deadlines onto deadline list

Requirements

Skills and knowledge

• Computer literate in Word
• Typing speed of 60+ wpm and excellent dictation skills
• Fully conversant in English (speak and read)
• Ability to work independently, to work under pressure and to use initiative
• Ability to prioritize
• Ability to handle information related to the department with confidentiality.
• Good organizational skills

 Qualification/s

• Matric/ National Diploma or equivalent qualification
• Secretarial Diploma/Certificate (preferably legal)
• 5+ yrs relevant experience as a secretary