Personal Assistant

About the business

Downie Stewart is a long-established Dunedin based law firm with a busy and varied general practice.

About the role

We are seeking an experienced and highly organised Personal Assistant to support our team. This is a key role requiring exceptional attention to detail, initiative, and discretion.

As a Personal Assistant you will provide high-level administrative and secretarial support, ensuring the teams day runs smoothly and efficiently. This is a varied and fast-paced role involving drafting legal documents, document preparation, dictation, diary management, client liaison, and a number of other tasks required to support the busy team.

Key Responsibilities

• Preparing and formatting legal documents and correspondence
• Dictation and general typing
• Liaising with clients and internal staff on behalf of the author
• File and document management using practice management software
• Billing and monthly reporting
• Coordinating meeting logistics and preparing documents for meetings
• Providing wider administrative support as required

About You
You will be a confident and proactive professional who thrives in a dynamic legal environment. You will have excellent communication skills and a strong client-service ethos.

We are looking for someone who has:

• Proven experience as a personal assistant, office administrator or secretary (legal sector preferred)
• Excellent writing, reading, comprehension and grammar skills
• Experience in document preparation and file management
• Outstanding organisational and time-management skills
• Proficiency in MS Office and legal practice management systems (e.g., Actionstep, OneLaw, Infinity or similar)
• The ability to handle confidential matters with integrity
• A calm and composed manner with a flexible, can-do attitude

What We Offer

• A supportive and collegial work environment
• Opportunities for professional development
• Competitive remuneration
• A central Dunedin office location and great team culture

If you are a motivated individual looking to join a respected and well-established firm, we would love to hear from you.