Purpose of role
To provide comprehensive administrative, secretarial, and operational support to the in-house legal department at Takealot Group, ensuring efficient management of legal documentation, correspondence, and departmental operations. This role is critical in enabling the legal team to deliver effective legal services across the organization.
Requirements:
Qualifications & Experience:
Matric/Grade 12 certificate
Currently pursuing or recently completed N6 in Legal Secretary or Office Administration qualification
Technical Skills:
Advanced document formatting and presentation skills
Strong organizational and time management abilities
Proficiency in legal terminology and document types
Excellent written and verbal communication skills
Attention to detail and high level of accuracy
Strong record-keeping capabilities
Proficiency in Microsoft Office Suite
Strong data capturing, interpretation, and presentation skills
Experience with document management systems and contract management software would be beneficial
Personal Competencies:
High level of integrity and discretion
Ability to handle confidential information appropriately
Professional demeanor and excellent interpersonal skills
Proactive and self-motivated
Positive attitude and growth mindset
Ability to prioritize and manage multiple tasks simultaneously
Strong problem-solving skills
Flexibility and adaptability in a fast-paced environment
Team player with a collaborative approach
Key Responsibilities:
Legal Administrative Support
Provide administrative support to the legal team, including the Head of Legal and legal advisors
Manage and maintain the legal team's calendars, scheduling meetings, appointments, and conference calls
Coordinate internal and external meetings, including preparation of meeting rooms, catering, and materials
Screen and manage incoming calls, emails, and correspondence for the legal department
Arrange travel bookings, accommodation, and logistics for legal team members
Document Management & Administration
Draft, format, proofread, and finalize legal documents, correspondence, and presentations
Maintain organized filing systems (both electronic and physical) for all legal documents, contracts, and correspondence
Manage the contract lifecycle administration, including tracking execution, renewals, and expiry dates
Scan, photocopy, and distribute legal documents as required
Ensure all legal documents are properly stored, archived, and retrievable in compliance with document retention policies
Maintain confidentiality and security of all sensitive legal documentation
Contract & Matter Management
Assist with contract administration, including logging contracts in the contract management system
Track contract deadlines, renewals, and key dates, providing timely reminders to relevant stakeholders
Maintain and update the legal matter management system
Coordinate the execution of agreements, including obtaining signatures, witnessing, and notarization where required
Liaise with external attorneys and service providers regarding matter updates and invoicing
Legal Department Operations
Process invoices
Maintain relationships with external law firms and other external service providers of the legal department
Order and maintain office supplies and equipment for the legal department
Assist with the onboarding of new legal team members
Compliance & Reporting Support
Assist with compliance tracking and reporting where required
Prepare legal reports, presentations, and materials for management meetings
Maintain registers of powers of attorney, company resolutions, and statutory filings
Support the legal team with research tasks, including locating case law, legislation, and legal articles
Assist with the company secretarial function on corporate governance matters
General Support
Provide general office administration support to ensure smooth department operations
Handle ad hoc projects and tasks as assigned by the legal team
Assist with legal training coordination and materials preparation
Maintain confidentiality and exercise discretion at all times