Senior Departmental Assistant

Please find below job description :

KEY RESPONSIBILITIES AND DUTIES

• Telephone duties: effective screening and problem resolution, co-ordination of appointments, meetings and client contact
• Ability to effectively draft and type correspondence and official forms
• Diary and email management
• Handling of scanning and copying of documents
• Maintaining an effective administration and filing system, including on the Patricia IP management database
• Attending to tariff rate capturing for professionals in the team
• Assisting with billing procedures, accounts management, itemised billing, adjustments and final accounts, and assist in following up with clients regarding overdue account payments
• Establishing cohesive working relationships with professionals, support staff and internal/external clients

KNOWLEDGE AND SKILLS

• Trade mark secretarial experience on a senior level is required, with the ability to manage large scale multi-country projects independently, including:
• preparing quotations for multi-country trade mark projects
• co-ordinating large scale trade mark assignment and recordal projects
• on-boarding large trade mark portfolios
• prosecuting and maintaining large trade mark portfolios
• liaising with international trade mark agents
• Ability to use initiative and be proactive in offering assistance and following up to ensure an efficiently run practice
• Highly competent in computer packages including, Microsoft Word, Microsoft Outlook, Microsoft Excel and Microsoft PowerPoint
• Strong attention to detail and excellent typing skills
• Possess well-developed interpersonal and communication skills (including good telephone etiquette)
• A team player, professional, flexible, reliable, proactive and friendly
• Sound PA skills and strong administration and organisational abilities
• Sense of absolute confidentiality, urgency and ability to work under pressure
• Experience in the software packages 3E and Patricia will be highly advantageous
• Flexible and mature approach with ability to work unsupervised
• Bright, confident personality with high emotional intelligence
• High energy levels

 EDUCATIONAL QUALIFICATIONS

• Matric (or equivalent) certificate
• Secretarial qualification/diploma or other related qualification is required
• At least 8 years’ working experience as a trade marks secretary