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Summary

Legal Secretary/Executive Assistant with 14 years of experience. A creative and enthusiastic person with a diverse range of clerical/administrative capabilities in supporting executives, partners, managing attorneys, associates and paralegals. Small and large office management experience including vendor and facility management, ordering office supplies, setting up office equipment and developing and maintaining client files. Experience with billing, calendar management and making travel arrangements.

Outgoing with strong and effective organisational and communication skills with experience in dealing with high workloads within strict deadlines. Good team player and able to use own initiative to achieve company objectives. Excellent computer skills and command over english/afrikaans. I have the competency to handle multiple tasks with the ability to work with minimal supervision. I am versatile, self-motivated and hardworking.

Work History

Nov 2015To Date

Executive Assistant

Kaelo Consulting

Main Job Tasks and Responsibilities

  • Provide administrative and clerical support to departments or individuals.
  • Schedule meetings and arrange conference rooms.
  • Alert manager about cancellations or new meetings.
  • Manage travel and schedule.
  • Handle information requests.
  • Prepare correspondence and stuff mail into envelopes.
  • Arrange for outgoing mail and packages to be picked up.
  • Prepare statistical reports.
  • Manage spreadsheets.
  • Greet and receive visitor.
  • Prepare confidential and sensitive documents.
  • Coordinates office management activities.
  • Determine matters of top priority and handle accordingly.
  • Prepare agenda for meetings.
  • Takes and transcribes dictation.
  • Helps prepare office budget.
  • Plans events and volunteer activities.
  • Maintain office procedures.
  • Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
  • Operate office equipment, such as photocopy machine and scanner.
  • Relay directives, instructions and assignment to executives.
  • Receive and relay telephone messages.
  • Direct the general public to the appropriate staff member.
  • Maintain hard copy and electronic filing system.
  • Sign for UPS/Fed Ex/Airborne packages.

Jan 2008Aug 2013

Legal Secretary

Eskom Corporate Legal

Main Job Tasks and Responsibilities

  • Welcomes guests and clients by greeting them in person or on the telephone; answering or directing inquiries.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating case preparation.
  • Conserves attorneys time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences, and attorney meetings; scheduling couriers, court reporters, expert witnesses, and other special functions; coordinating preparation of charts, graphs, and other courtroom visuals; preparing expense reports.
  • Maintains attorney calendar by planning and scheduling conferences, teleconferences, and travel; recording and monitoring court appearance dates, pleadings, and filing requirements.
  • Represents attorney by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to attorney.
  • Maintains client confidence by keeping client/attorney information confidential.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions; maintaining transcripts; documenting and maintaining evidence.
  • Maintains office supplies by checking stocks; placing and expediting orders; evaluating new products.
  • Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs.
  • Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
  • Enhances department and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
Oct 2005Dec 2007

Executive Assistant

Quality Dimension Services

Main Job Tasks and Responsibilities

  • Provide administrative and clerical support to departments or individuals.
  • Schedule meetings and arrange conference rooms.
  • Alert manager about cancellations or new meetings.
  • Manage travel and schedule.
  • Handle information requests.
  • Prepare correspondence and stuff mail into envelopes.
  • Arrange for outgoing mail and packages to be picked up.
  • Prepare statistical reports.
  • Manage spreadsheets.
  • Greet and receive visitor.
  • Prepare confidential and sensitive documents.
  • Coordinates office management activities.
  • Determine matters of top priority and handle accordingly.
  • Prepare agenda for meetings.
  • Takes and transcribes dictation.
  • Helps prepare office budget.
  • Plans events and volunteer activities.
  • Maintain office procedures.
  • Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
  • Operate office equipment, such as photocopy machine and scanner.
  • Relay directives, instructions and assignment to executives.
  • Receive and relay telephone messages.
  • Direct the general public to the appropriate staff member.
  • Maintain hard copy and electronic filing system.
  • Sign for UPS/Fed Ex/Airborne packages.
Jul 2005Sep 2005

Legal Secretary & Executive Assistant

Jowell Glyn & Marais

Main Job Tasks and Responsibilities

  • prepare and manage correspondence
  • prepare and process standard legal documents including subpoenas, contracts, summonses, appeals, warrants and motions
  • organize and coordinate legal meetings including client interviews and hearings
  • maintain schedules and calendars including court diaries
  • take, type and distribute minutes of meetings and interviews
  • prepare forms including accident reports, courtroom requests and client applications
  • set up and maintain databases and files
  • document and maintain case details
  • handle incoming mail and calls
  • communicate verbally and in writing to answer inquiries and provide information
  • organize delivery of legal correspondence to clients, witnesses and court officials
  • conduct research and collate information relevant to cases
  • arrange hearing dates
  • file motions
  • follow up on pending court cases
  • maintain law libraries
  • assist with billing
  • implement and maintain office systems
Nov 2004Jun 2005

Junior Legal Secretary

Ooteman & Associates

Main Job Tasks and Responsibilities

  • Attending to secretarial and typing functions associated with general legal work eg. litigation
  • Taking messages and general office duties
  • Completing large volumes of dictated typing work relating to High- and Magistrate Court and preparing Notices in terms of Court Rules
  • Attend to administration of office files
  • Prepare client accounts, attend to invoicing, including preparation of debit and credit notes
  • Handling debtors list and typing reconciliation statements
  • Liaising with clients, counsel and sheriffs, organizing consultations and attending to queries from clients and other attorneys
  • Receiving and sending e-mails
  • Arranging for urgent services of legal documents and follow up telephonically
  • Assisting in supervisors practice and facilitate best use of their professional time
  • Diarising files and following up on outstanding issues
Aug 2003Feb 2004

Junior Legal Secretary

Nelson Borman & Attorneys

Main Job Tasks and Responsibilities

  • Typing correspondence in response to the Registrar's queries or official actions
  • Filing applications
  • Capturing of history on computer records
  • Communicating with search clerks 
  • Entering searches onto system
  • Typing of search correspondence
  • Attending to accounting matters (re: queries)
  • Typing of invoices and credit notes
  • Creating and printing documents
  • Opening files and dictation
  • Faxing, filing, photo copying and general office duties
  • Sending and receiving emails
  • Answering telephone calls
Dec 2002Jan 2003

Office Clerk

Airports Company of South Africa (ACSA)

Main Job Tasks and Responsibilities

  • Answer phones and greet clients warmly.
  • Assist in filing duties.
  • Perform basic bookkeeping duties.
  • Compile financial records.
  • Perform stenography and dictation.
  • Reroute calls to appropriate people.
  • Answer inquiries about company.
  • Help organize office activities.
  • Prepare coffee or get water for staff.
  • Hang up company policies around the office.
  • Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.
  • Retrieve files for personnel.
  • Take and deliver messages.
  • Sort and distribute incoming mail.
  • Fix malfunctioning office equipment.
  • Count or measure mail.
  • Handle travel arrangements and expense reports for staff.
  • Schedule meetings and conference rooms.
  • CAll IT for computer assistance.
  • Post work schedules.
  • Perform data entry.
  • Prepare payroll checks.
  • Restock supply closet with printing paper, ink, pens, paper clips, staplers, files and folders, and correction fluid.

Education

Jan 2006Dec 2006

Diploma in Professional Receptionist and Personal Assistant

Damelin Business College
  • Business & Office Administration
  • Organisational Behavior
  • Secretarial Events Planning
  • Introduction to Computing
  • MS Word
  • MS Excel
  • MS Powerpoint
  • MS Outlook
  • Business English
Jan 2002Dec 2002

Diploma in Business Studies - Frontline

Damelin Business College
  • Business Principles
  • Business Methodology
  • Business Calculations
  • Business Communication
  • Concepts of PR and Marketing
  • Tourism of Africa and the World

Ancillary course work

  • Consumer Protection Act (Webber Wentzel)
  • Companies Act (Webber Wentzel)
  • Corporate Governance (King III) (Webber Wentzel)
  • Events Management (Direct Management Solutions)
  • ISO 9001 Quality Management System (Eskom)

Awards & Recognition

Managers Award in the category of     "Customer Satisfaction" - Dec 2011

Skills

Time Management Skills
Organisational Skills
Communication Skills
Interpersonal Skills

References

Neo Tsholanku - General Manager Eskom Corporate Legal

+27 11 800 2560

+27 83 635 4759

"I could always rely on Ovelia. She never fails to deliver"

Willie Du Plessis - General Manager  Eskom Corporate Legal

+27 11 800 5375

+27 83 654 3698

" A delightful and extremely competent young lady"