Secretary III or Paralegal, Pretoria

Description

The purpose of this role is to provide comprehensive trademark secretarial, paralegal, and administrative support within the Trade Marks practice by ensuring the accurate preparation, filing, monitoring, and administration of local and foreign trademark matters. The role is critical in supporting attorneys/partners through effective diary management, correspondence handling, financial administration, and compliance with trademark prosecution requirements.

Duties and responsibilities

Create and maintain new Trade Mark records on Patricia. Prepare and process trade mark forms, certificates, acceptance notices, and related documentation for lodgement with the Registrar. File South African and foreign trade mark applications. Capture and update trade mark histories accurately on electronic systems. Communicate with search clerks at the Trade Marks Office and enter trade mark searches on the system. Type and manage search correspondence and official communications. Create, generate, and print trade mark listings. Check, monitor, and action Standing Instructions to ensure compliance with deadlines. Draft correspondence responding to client queries, status updates and portfolio management. Type correspondence in response to Registrar’s queries and official actions. Report official actions to clients. Draft routine correspondence and manage incoming and outgoing emails. Type minutes of meetings and maintain accurate records. Handle faxing, filing, photocopying, and general office administration. Open files and ensure proper document control and record keeping Draw and manage diaries for trade mark files. Effectively manage the Partner’s Outlook Inbox. Maintain and control the Patricia Diary, ensuring critical deadlines are met. Arrange meetings and appointments and diarise outcomes appropriately. Attend to accounting matters including suspense items and open item listings. Type and issue invoices, credit notes, and uploadable bills. Manage financial aspects of the practice including work in progress (WIP), debtors, and billing records. Ensure accurate financial tracking and timely follow‑up on outstanding accounts. Maintain personal and partners’ diaries, including scheduling, reminders, and follow-ups. Diarise and monitor statutory and internal deadlines to ensure compliance and timely submission of filings. Manage incoming and outgoing emails professionally and timeously. Handle routine queries from clients, partners, attorneys, and agents. Provide proactive updates and ensure clear communication on file progress. Requirements

Skills and knowledge

A methodical person with good English language skills Computer literate in Microsoft Word Typing speed of 60 wpm Ability to do Dictaphone typing Ability to work independently, to work under pressure and to use initiative Dealing with several matters at once. High attention to detail and accuracy Strong computer literacy in MS Word, Excel, Patricia, and CMS

 Qualification/s

A relevant tertiary qualification Secretarial or Paralegal Diploma (advantageous). University Degree (advantageous). Min of 7- 8 years’ relevant experience as a Secretary, preferably in an intellectual property or legal environment.