Secretary I

In brief

Overview This is a description for the role of Secretary I at Adams & Adams, a firm operating in the legal sector, specifically within Intellectual Property. The role primarily involves administrative support for foreign trademark procedures, including managing costs, quotations, foreign associate coordination, filings, and maintaining accurate records within specific deadlines. What you will do * Obtain and record costs from foreign associates and external service providers, including translation, notarisation and legalisation costs. * Prepare quotations, cost estimates and supporting documentation for client approval. * Maintain accurate quotation records and supporting correspondence. * Follow up on outstanding cost information required for quotations. * Open matters and clients on Patricia where applicable. * Request and coordinate foreign trade mark searches with foreign associates. * Record search results and relevant information on the matter management system. * Follow up on outstanding search reports. * Review and follow up on invoices relating to search reports. * Ensure client records and matter information remain accurate and up to date. * Prepare administrative documentation required for foreign trade mark filings. * Prepare and issue filing instructions to foreign associates. * Coordinate supporting documents, including powers of attorney, priority documents and other filing requirements. * Ensure filing requirements are met within prescribed deadlines. * Monitor filing instructions and follow up where necessary. * Record filing details, application numbers and relevant dates. * Update the firm's records and diary system following filing. * Follow up on filing invoices received from foreign associates. Requirements (from the original advert) * **Skills and knowledge:** * Knowledge of foreign trademark filing procedures and prosecution processes. * Understanding of foreign associate instructions and filing requirements. * Ability to manage multiple matters across various jurisdictions. * Understanding of quotations, foreign costs, disbursements and billing processes. * Ability to reconcile foreign associate invoices against quotations and instructions. * Strong diary and deadline management capability. * Accurate matter administration and document control. * High attention to detail and record keeping. * Advanced proficiency in Patricia. * Proficiency in Microsoft Word, Excel, Outlook and document management systems. * **Experience:** * Minimum 2 years' experience in a secretarial or administrative role. * Experience within an Intellectual Property, Trade Marks, or legal environment (advantageous). * Experience working with electronic document management systems. * Previous exposure to billing administration and records management (advantageous). * **Qualification/s:** * Matric Grade 12 or equivalent qualification. * Secretarial Diploma or equivalent qualification. * Relevant tertiary qualification (advantageous). Who should apply The ideal candidate for this Secretary I role should possess a minimum of two years' experience in a secretarial or administrative capacity, with an advantage for experience in Intellectual Property, Trade Marks, or a legal environment. They must have a strong understanding of foreign trademark procedures, including filing, prosecution, cost management, and billing processes. Essential skills include high attention to detail, strong diary and deadline management, accurate matter administration, and proficiency in Patricia, Microsoft Office Suite (Word, Excel, Outlook), and document management systems. Candidates must hold a Matric Grade 12 or equivalent qualification and a Secretarial Diploma or equivalent, with a relevant tertiary qualification being an advantage. Deadline Not specified Reference Original posting: https://www.myjobmag.co.za/job/secretary-i-adams-adams-2 Source: myjobmag

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At a glance

• At least 2 years of experience.

• Microsoft Excel

Extracted automatically from the advert; confirm requirements on the original listing.

Job description

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