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
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Executive Support & Communication
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Act as the primary point of contact between the CEO and internal/external stakeholders.
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Screen and prioritize phone calls, emails, and correspondence on behalf of the CEO.
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Draft and proofread legal and business correspondence with high accuracy and professionalism.
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Relay messages clearly and professionally with excellent written and verbal communication skills.
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Diary & Schedule Management
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Manage the CEO’s calendar, scheduling meetings, court appearances, and appointments efficiently.
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Ensure all deadlines, events, and commitments are logged and reminded in advance.
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Coordinate travel itineraries, accommodation, and transport for legal conferences or business trips.
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Document & File Management
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Take dictation and transcribe legal documents, reports, letters, and memoranda accurately.
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Maintain confidential files, records, and databases—both physical and digital.
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Format, proofread, and prepare legal documents and case files for court and client meetings.
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Meeting Preparation & Support
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Prepare agendas, take minutes, and follow up on action items from executive meetings.
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Ensure the CEO is well-prepared with case files, background documents, and briefing materials.
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Attend key meetings and draft concise summaries or decision logs when necessary.
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Office Administration & Coordination
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Liaise with clients, attorneys, courts, and government departments in a professional manner.
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Order office supplies and manage small budgets related to executive operations.
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Handle confidential information with discretion and adhere to legal office protocols.
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Professional Representation
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Represent the CEO professionally in all interactions—whether in person, telephonic, or written.
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Ensure professional standards are upheld in the CEO's engagements and commitments.
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Maintain a poised and confident demeanor while working under pressure or tight deadlines.
Desired Experience & Qualification
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Experience: At least 4 years’ experience as a PA, Legal Secretary, or Executive Assistant in a legal or professional services environment.
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Skills:
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Exceptional communication and interpersonal skills
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Outstanding organisational and time-management skills
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Strong dictation and transcription abilities
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High attention to detail and accuracy
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Proficient in MS Office (especially Word, Excel, Outlook) and legal document formatting
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Ability to work independently with discretion and confidentiality
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Professionalism: High level of integrity, initiative, and confidence in dealing with executives and legal professionals.
