Personal Assistant

Introduction

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

Duties & Responsibilities

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.