Personal Assistant

SUMMARY:
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POSITION INFO:

Introduction

A Leading Legal Firm in Arcadia is looking for a PA to assist the CEO.

Duties & Responsibilities

1. Executive Support & Communication

   • Act as the primary point of contact between the CEO and internal/external stakeholders.

   • Screen and prioritize phone calls, emails, and correspondence on behalf of the CEO.

   • Draft and proofread legal and business correspondence with high accuracy and professionalism.

   • Relay messages clearly and professionally with excellent written and verbal communication skills.

2. Diary & Schedule Management

   • Manage the CEO’s calendar, scheduling meetings, court appearances, and appointments efficiently.

   • Ensure all deadlines, events, and commitments are logged and reminded in advance.

   • Coordinate travel itineraries, accommodation, and transport for legal conferences or business trips.

3. Document & File Management

   • Take dictation and transcribe legal documents, reports, letters, and memoranda accurately.

   • Maintain confidential files, records, and databases—both physical and digital.

   • Format, proofread, and prepare legal documents and case files for court and client meetings.

4. Meeting Preparation & Support

   • Prepare agendas, take minutes, and follow up on action items from executive meetings.

   • Ensure the CEO is well-prepared with case files, background documents, and briefing materials.

   • Attend key meetings and draft concise summaries or decision logs when necessary.

5. Office Administration & Coordination

   • Liaise with clients, attorneys, courts, and government departments in a professional manner.

   • Order office supplies and manage small budgets related to executive operations.

   • Handle confidential information with discretion and adhere to legal office protocols.

6. Professional Representation

   • Represent the CEO professionally in all interactions—whether in person, telephonic, or written.

   • Ensure professional standards are upheld in the CEO's engagements and commitments.

   • Maintain a poised and confident demeanor while working under pressure or tight deadlines.

Desired Experience & Qualification

• Experience: At least 4 years’ experience as a PA, Legal Secretary, or Executive Assistant in a legal or professional services environment.

• Skills:

  • Exceptional communication and interpersonal skills

  • Outstanding organisational and time-management skills

  • Strong dictation and transcription abilities

  • High attention to detail and accuracy

  • Proficient in MS Office (especially Word, Excel, Outlook) and legal document formatting

  • Ability to work independently with discretion and confidentiality

• Professionalism: High level of integrity, initiative, and confidence in dealing with executives and legal professionals.