DLA Piper
About DLA Piper
DLA Piper is a leading global law firm, known for its extensive reach in over 40 countries. We provide high-quality legal services to businesses, governments, and individuals, delivering innovative solutions to complex challenges. At DLA Piper, we value diversity, creativity, and excellence, making it a great place to build your career.
Job Overview
We are seeking a proactive and highly organized Personal Assistant / Office Coordinator to support the operations of our Cape Town office. This broad-based role includes secretarial, administrative, and office coordination duties, ensuring smooth operations and delivering high-level support to fee earners and senior management. If you’re an experienced Personal Assistant with a strong background in administrative roles, this is your chance to work in a dynamic and professional legal environment.
Key Responsibilities
Personal Assistant Duties
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✔ Diary & Appointment Management:
- Proactively manage and maintain fee earners’ diaries, organizing meetings, coordinating internal and external client appointments, and resolving scheduling conflicts.
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✔ Meeting & Travel Coordination:
- Organize meetings, book conference rooms, manage video conference setups, and arrange travel (flights, hotels, car transfers) while preparing detailed itineraries and expense claims.
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✔ Document Preparation & Editing:
- Prepare, amend, and reformat documents ensuring accuracy and high standards, including handling correspondence, bills, and financial reports.
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✔ Administrative Support:
- Provide comprehensive secretarial support, including responding to calls, taking messages, organizing agendas and meeting materials, and maintaining file management.
Office Coordinator Duties
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✔ Office Maintenance & Operations:
- Oversee the smooth operation of the office, ensuring facilities are well-maintained, and address maintenance and health and safety concerns.
- Coordinate office furniture and equipment provision, manage car parking arrangements, and assist with office moves as needed.
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✔ Stakeholder Management:
- Liaise with external vendors, the Property & Workplace department, and security teams to ensure smooth day-to-day office operations.
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✔ Financial Administration:
- Assist in managing client matters by handling bills, disbursements, time recording, and financial reports, ensuring accurate and timely submissions.
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✔ Document Filing & Archiving:
- Take responsibility for managing and archiving files, ensuring all relevant documents are filed electronically or paper-based.
Key Requirements
- ✔ Experience: Previous experience working in a law firm or similar professional services environment.
- ✔ Organizational Skills: Strong organizational skills with the ability to prioritize tasks and handle multiple responsibilities efficiently.
- ✔ Proactive & Independent: Ability to work autonomously and take initiative, ensuring that tasks are completed promptly.
- ✔ Communication Skills: Excellent written and verbal communication skills, capable of liaising with various stakeholders and working as part of a team.
- ✔ Attention to Detail: High attention to detail, especially when handling documents, scheduling, and financial matters.
- ✔ Discretion & Confidentiality: Proven ability to handle confidential information with integrity and professionalism.
- ✔ Tech-Savvy: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management systems.
Desired Qualifications & Attributes
- ✔ Educational Background: A relevant qualification or degree is an advantage.
- ✔ Strong Client-Focused Approach: A commitment to providing excellent customer service and a positive attitude towards client relationships.
- ✔ Teamwork: Ability to work effectively with a variety of people, displaying a collaborative and supportive approach.
- ✔ Self-Development: A proactive attitude towards personal development and skill enhancement.
Why DLA Piper?
At DLA Piper, we offer a supportive and inclusive work environment where everyone can thrive. We value diversity and encourage applicants from all backgrounds to apply. You will be part of a globally recognized firm, providing you with the opportunity to work on complex, high-profile cases while developing your career in a fast-paced legal environment. We also offer flexibility in working arrangements to support our employees’ work-life balance.
How to Apply
If you’re ready to contribute to a leading global law firm and are passionate about delivering exceptional service, apply now for the Personal Assistant / Office Coordinator position at DLA Piper. We look forward to hearing from you!
Find similar jobs at: https://careerjunctionza.co.za/jobs/
TIPS for CV Related to this Post
- Highlight Relevant Experience: Ensure your CV showcases your experience in administrative roles within professional services, especially in a law firm setting.
- Emphasize Organizational Skills: Demonstrate your ability to manage multiple tasks, prioritize efficiently, and manage complex schedules for senior staff.
- Tech Proficiency: List your skills in Microsoft Office Suite and any office management systems you’ve used.
- Client-Focused Approach: Emphasize any experiences where you’ve provided excellent client service, demonstrating your ability to manage relationships and anticipate client needs.
- Confidentiality: Highlight your experience handling sensitive and confidential information with discretion.
- Team Collaboration: Showcase examples where you’ve worked effectively within a team, especially when coordinating across different departments or teams.
