Personal Assistant

Introduction

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

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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

• 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.