Anna Mendes Da Silva

• Currently manage 5 Directors,2 Snr Associates, 2 Jnr Associates and 2 Candidate Attorney

Duties as a Secretary

Attending to telephone duties (managing incoming calls of three professionals and taking messages where necessary);

Preparing first drafts of internal and/or external correspondence/ notices other certain pleadings for settling by professional;

Diary management (scheduling meetings and booking boardrooms for meetings and arranging lunch meetings in and out of office); Oversee calendars and coordinated appointments for future events

Attending to time capturing on the AJS billing system;

Amending narrations on invoices independently, effecting further changes from practitioners and passing invoices to relay to clients;

Preparing initial drafts of covering letters to invoices.

Attending to opening new matters on AJS, preparing verification forms, requesting FICA documents from client and submitting same for processing;

Preparing files for matters and keeping track of file contents and providing new files when necessary;

Attending to following-up with clients on payments in respect of invoices older than 30 days, and updating practitioners accordingly;

Attending to updating matter lists and team workflow and agenda for weekly meetings;

· Attending to preparing credit note request forms and submitting same to the accounts department for processing, and re-issuing invoices to client accordingly;

Attending to printing and filing various documents in hard and soft copy;

Inventory management (i.e. ordering stationery and keeping track of usage and replenishing stationery when necessary);

Attending to personal administration for professionals;

Attending to typing dictations as well as copy typing when required; and

Searching for legislation on Lexis Nexis, Windeed Searches, saving and printing same

Practice Management of all client and matter opening and that compliance has been adhered to;

Monitoring billing, time entries, credit control and collections;

Run various reports – referred matters, managed fees,

Expedite preparation of marketing material for the team, aid with team events

Attend to preparation of powerpoint presentations

Manage teams Onedrive folders

Attend to registration for conferences [locally and internationally] and all other administrative task that are required

Manage travel arrangements including flights, accommodations, and itineraries for smooth business trips.

HOD Duties as a Secretary

Respond to emails and other correspondence to facilitate communication and enhance business processes.

Attend to excel spreadsheets of departments debtors

Preparation of CeCom schedules for specific teams and set up calendar invites

Attend to event planning for department team building

Manage debtors books of fee earners that have left the firm

Maintain confidentiality and discretion while handling sensitive information relevant to company operations.

Accomplish project deadlines by assisting with task completion whenever required.

• Responsible for managing the practices from an administrative perspective
• Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
• Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
• Maintained personnel records and updated internal databases to support document management.
• Practice Management of all client and matter opening and that compliance has been adhered to
• Monitoring billing, time entries, credit control and collections
• Run various reports – referred matters, managed fees, individual KPI and team KPI, Income statement reports, obtain ad hoc reports from team leader
• BD and Marketing administration and support, attend to bids for tenders
• Expedite preparation of marketing material for the team, aid with team events
• Coordinate preparation of and reporting on team budgets
• Manage submissions of all performance review documents, ensure team capacity coordination

• Personal Assistant and Secretary to 4 Directors, 1 Jnr Associates and 2 Candidate Attorney

• Personal Assistant / Office Manager to 2 Directors, 1 Snr Associate

• Personal Assistant to 2 Directors

• Personal Assistant / Intellectual Property Secretary to 1 Director and 1 Snr Associate

• Personal Assistant / Secretary to 1 Director

• Personal Assistant / Secretary to 1 Director