Job description for LEGAL ADMIN & EXECUTIVE SECRETARY at Pantow & Associates Law Office
WE ARE HIRING
LEGAL ADMIN & EXECUTIVE SECRETARY
PANTOW & ASSOCIATES LAW OFFICE (PALO Lawyers)
Department: Administration & Operations
Reporting To: Managing Partner
Employment Type: Full-Time
POSITION OVERVIEW
We are seeking a highly organized, proactive, detail-oriented, and trustworthy Legal Admin & Executive Secretary to support our law firm's daily operations, legal administration, client coordination, and the Managing Partner's executive activities.
The ideal candidate demonstrates excellent administrative capabilities, strong communication skills, professional integrity, and the ability to manage multiple priorities in a dynamic legal environment.
KEY RESPONSIBILITIES
1. Legal Administration & Filing: Manage daily administrative activities, organize physical and digital legal documents, and maintain secure, systematic filing systems.
2. Legal Correspondence & Documentation: Prepare official letters, internal memoranda, meeting minutes, legal administrative documents, and professional correspondence.
3. Executive & Managing Partner Support: Manage executive calendars, business appointments, meetings, travel arrangements, correspondence, and daily administrative priorities.
4. Meeting & Schedule Coordination: Organize internal and external meetings, prepare agendas, record minutes, coordinate participants, and monitor follow-up actions.
5. Legal Case & Deadline Monitoring: Maintain litigation and non-litigation administrative records, track case schedules, document submissions, and important legal deadlines in coordination with assigned lawyers.
6. Contract & Corporate Document Management: Maintain client engagement letters, legal service agreements, retainer contracts, document registers, corporate records, and licensing validity trackers.
7. Office Operations & Internal Coordination: Support daily office operations, coordinate administrative workflows across Associates, Legal Support, Finance, and Management, and oversee office facilities and vendors.
8. Client Relations & Communication: Coordinate client appointments, handle administrative inquiries, maintain professional communication, and follow up on client documentation requirements.
9. Executive Task & Operational Reporting: Maintain priority task lists, monitor delegated assignments, prepare administrative progress reports, and ensure timely follow-ups.
10. Billing & Business Development Support: Assist with invoice administration, payment follow-ups, business proposals, law firm profiles, presentations, and professional events.
11. SOP & Process Improvement: Support the implementation of administrative SOPs, document control procedures, and improvements to operational efficiency.
12. Confidentiality & Compliance: Ensure strict confidentiality of client records, legal matters, executive communications, and sensitive business information while complying with internal policies.
KEY REQUIREMENTS
1. Minimum 3-5 years of professional experience as a Legal Administrator, Executive Secretary, Corporate Secretary, Executive Assistant, or Office Administrator.
2. Previous experience in a law firm, corporate legal department, consulting firm, or professional services organization is strongly preferred.
3. Bachelor's degree (S1) in Law, Business Administration, Management, Secretarial Studies, or related fields. A legal background is a significant advantage.
4. Proven ability to provide administrative and secretarial support to senior executives, Directors, Managing Partners, or business owners.
5. Proficient in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, digital calendars, cloud storage, and administrative management tools.
6. Must own a personal laptop in good working condition to support daily tasks and operational workflows in accordance with company information security policies.
7. Excellent written and verbal communication skills in Bahasa Indonesia, with good proficiency in professional English, both written and spoken.
8. Strong administrative, organizational, document management, scheduling, reporting, and multitasking capabilities.
9. Exceptional attention to detail, accuracy, time management, and ability to meet deadlines in a fast-paced professional environment.
10. Professional appearance, excellent business etiquette, strong interpersonal skills, and a client-service-oriented mindset.
11. Highly proactive, independent, resourceful, solution-oriented, and capable of working with minimal supervision.
12. Demonstrates high integrity, confidentiality, accountability, responsibility, and strong follow-up discipline.
13. Familiarity with legal documentation, law firm operations, litigation administration, corporate records, and AI-assisted productivity tools is an advantage.
14. Flexible and adaptable in handling changing priorities, urgent administrative matters, and executive scheduling requirements.
KEY PERFORMANCE EXPECTATIONS
- Administrative Excellence: Accurate, secure, and well-organized documentation and records.
- Executive Efficiency: Effective scheduling, coordination, and administrative support for the Managing Partner.
- Deadline & Task Control: Timely follow-up and completion of assigned administrative responsibilities.
- Operational Effectiveness: Smooth coordination between legal teams, management, clients, and external stakeholders.
- Professionalism & Confidentiality: High standards of integrity, discretion, accountability, and client service.
IDEAL CANDIDATE
A reliable, highly organized, and proactive professional who can independently manage administrative responsibilities, anticipate executive needs, maintain efficient operational systems, and provide dependable support to the Managing Partner and the law firm's legal team.
PANTOW & ASSOCIATES LAW OFFICE
PALO Lawyers — The Entrepreneurs' Law Office
