Position: Personal Assistant / Office Coordinator
Location: Cape Town
Firm: DLA Piper
Type: Full-time
We are seeking a dynamic Personal Assistant / Office Coordinator to support the smooth and professional operation of our Cape Town office. This multifaceted role includes providing high-quality administrative and secretarial support to fee earners while ensuring the office functions efficiently and represents the firm to the highest standard.
The ideal candidate will be self-motivated, adaptable, and capable of working independently. They must demonstrate strong organisational and communication skills and have a professional, proactive approach to work.
Key Responsibilities
Personal Assistant Duties
- Deliver comprehensive administrative, secretarial, and PA support to assigned fee earners, managing tasks with a focus on efficiency and accuracy.
- Proactively manage diaries, schedule appointments, and coordinate internal and external meetings, resolving scheduling conflicts as needed.
- Arrange meetings and ensure rooms, video conferencing, hospitality, and necessary logistics are in place.
- Handle incoming calls and queries professionally, taking clear and concise messages.
- Manage all aspects of travel, including booking flights, accommodation, transportation, preparing itineraries, and processing expense claims.
- Type, edit, and format documents to a high professional standard.
- Prepare and distribute meeting agendas, presentations, and documents, ensuring timely delivery and readiness.
- Assist in document management, archiving, and electronic/paper filing.
- Support fee earners in billing processes, liaising with other offices and departments.
- Open new matters, maintain financial records, and assist in conflict checks and audit responses.
- Manage client contacts and ensure information is current.
Office Coordination
- Ensure the office environment is well-maintained and issues are resolved promptly in collaboration with Facilities and Property teams.
- Support post-relocation tasks and assist in future internal moves.
- Oversee cleanliness, meeting room readiness, and general office presentation.
- Liaise with maintenance staff and cleaning contractors to ensure quality service.
- Manage office safety and working conditions, addressing concerns proactively.
- Maintain filing systems and oversee provision and upkeep of furniture and equipment.
- Provide support for visiting staff from other DLA Piper offices.
- Oversee refreshments, laundry, plant care, and manage parking in line with lease agreements.
- Manage access control systems and key registers.
- Support office events, operational tasks, and assist the OMP and local Partnership as needed.
About You
- Prior experience in a law firm is essential.
- Proactive and self-sufficient, with a solution-focused mindset.
- Excellent interpersonal skills and a collaborative team player.
- Strong organisational abilities and capable of managing competing demands under pressure.
- Client-focused with a commitment to delivering exceptional service.
- Strong communication, problem-solving, and attention to detail.
- Discreet and professional in handling confidential information.
- Keen to learn and committed to personal development.
About DLA Piper
DLA Piper is a global law firm with offices in over 40 countries across the Americas, Europe, the Middle East, Africa, and Asia Pacific. We serve a diverse client base, including multinationals, emerging businesses, and public sector entities, providing innovative legal solutions and world-class service.
Our Values
- Be Supportive – We act with empathy and respect.
- Be Collaborative – We invest in relationships and work as a team.
- Be Bold – We challenge ourselves and seek creative solutions.
- Be Exceptional – We aim for excellence in everything we do.
Diversity & Inclusion
Diversity and inclusion are fundamental to who we are. We foster an inclusive culture where everyone is encouraged to be themselves, share their ideas, and contribute to our collective success. We welcome applications from individuals of all backgrounds, experiences, and identities.
Flexible Working
We understand the importance of work-life balance and are open to discussing flexible and hybrid working arrangements to support our employees’ needs.
Pre-employment Checks
Offers are subject to pre-employment screening where applicable. This may include verification of qualifications, eligibility to work, reference checks, and financial or criminal background checks.
