Personal Assistant cum Practice Manager

Rishi & Partners; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading company in legal services seeks a Personal Assistant to enhance office operations. You will coordinate tasks, manage calendars, and support the Principal in various professional engagements. This role requires fluency in three languages and a degree in a relevant field, alongside substantial experience in professional settings. You will contribute to efficient workflow and communication, ensuring that the office operates seamlessly.

Qualifications

• Proven experience in a similar role, preferably in a law firm.
• Fluent in English, Bahasa Malaysia, and Mandarin (spoken & written).
• Minimum 3–5 years of relevant experience.

Responsibilities

• Oversee office operations, ensuring all systems run efficiently.
• Manage the Principal's calendar and act as point of contact for vendors.
• Assist in recruitment, onboarding, and training of new team members.

Skills

Time Management

Multitasking

Problem Solving

Strong Communication Skills

Discretion and Integrity

Education

Degree in Business Administration

Degree in Legal Studies

Degree in Office Management

Tools

MS Office

Google Workspace

Clio

CoreMatter

MyCase

Job description

Oversee smooth day-to-day office operations and ensure all systems and processes run efficiently.

Supervise administrative support staff and coordinate responsibilities to maximise productivity.

Implement, maintain, and improve internal systems—filing structures, digital archiving, and document version control.

Coordinate physical and digital calendars for all active matters, ensuring all key dates, filing deadlines, and limitation periods are accurately diarised and monitored.

Act as the point of contact for vendors, service providers, and external consultants (IT, HR, compliance).

2. Finance & Billing Collection

Work closely with the accounts team to:

Track billings, payments, and collections

Flag overdue accounts and follow up with clients where appropriate

Monitor firm expenses and manage operational budgets

Prepare periodic financial summaries and performance reports for review by the Principal.

3. Deadline & Task Monitoring

Maintain and update comprehensive tracking of:

Filing and submission dates

Regulatory and licensing renewals

Send proactive reminders to Principal and team to ensure all tasks are completed ahead of deadline.

Ensure regular file reviews and matter status updates are conducted and properly documented.

Monitor time spent on tasks and matters against projected or billable hours to evaluate efficiency

Track and generate basic time cost analysis reports, highlighting:

o Overruns or delays

o Unbilled hours or excessive time spent on non-billable tasks

o Profitability of ongoing assignments or case types

Assignment Ration Monitoring:

o Track task assignments across team members to ensure fair and efficient distribution of work

o Support the Principal in making informed decisions about reassignments or additional support where needed

o Maintain accountability logs for recurring or high-risk deadlines

4. Personal Assistance to the Principal

Manage the Principal’s full calendar including meetings, court appearances, deadlines, networking support and internal commitments.

Screen and manage phone calls, emails, and correspondence—draft replies and follow up where necessary.

Coordinate travel, accommodation, and logistics for business or personal trips.

Prepare and collate documents, legal bundles, reports, and briefing notes in advance of meetings and court.

Maintain confidentiality and manage sensitive matters with discretion and professionalism.

5. HR & Staff Coordination

Assist in recruitment, onboarding, and training of new team members.

Maintain staff records, monitor leave applications, claims, and attendance tracking.

Organise team briefings, training sessions, and performance reviews in coordination with the Principal.

6. Networking Coordination/Execution

Coordinate the Principal’s involvement in external networks and associations (e.g. Rotary, BNI, Bar Council, industry panels).

Manage invitations, RSVPs, and attendance for networking events, legal forums, speaking engagements, and conferences.

Track and maintain a database of key contacts, referral partners, collaborators, and prospective clients.

Assist in post-event follow-ups and nurturing strategic relationships.

Prepare or assist in the preparation of bios, speaker profiles, or short write-ups required for external engagements.

Requirements:

Proven experience in a similar role, preferably within a law firm or professional services environment.

Fluent in English, Bahasa Malaysia, and Mandarin (spoken & written).

Excellent time management, multitasking, and problem-solving abilities.

Strong communication skills and professional interpersonal manner.

High level of discretion, integrity, and commitment to confidentiality.

Proficient in MS Office, Google Workspace, digital case management tools (e.g., Clio, CoreMatter, MyCase).

Qualifications:

Degree in Business Administration, Legal Studies, Office Management, or a related field.

Minimum 3–5 years of relevant experience.

Prior exposure to legal workflows, litigation/corporate documentation, or regulatory compliance is an added advantage.

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Your application will include the following questions:

Which of the following statements best describes your right to work in Malaysia? What's your expected monthly basic salary? Which of the following types of qualifications do you have? How many years' experience do you have as a Personal Assistant? Which of the following languages are you fluent in? Which of the following Microsoft Office products are you experienced with? How would you rate your English language skills? How many years of recruitment experience do you have?