Legal Executive Assistant

Legal Executive Assistant LA0926A
Remote — Philippines | Australian Corporate Commercial Law Firm
Remote (Philippines) | Full-time | Monday–Friday, 7:00am–3:00pm PH time (9:00am–5:00pm AEST, Sydney)
Apply here: ----------

About the Role
A boutique Australian corporate commercial law firm — offices in Melbourne, Sydney and Dubai — is looking for an experienced Executive Assistant to work directly with the Director and Principal Solicitor.
This is not a junior support role, and it is not a task-taking role. The Director is currently the last line of defence on everything that leaves the firm: every invoice, every client email, every document. She checks all of it because there is no system in place that reliably catches problems before she does.
You are being hired to build that system.
Two things sit at the centre of this role. The first is taking the day-to-day operational load off the Director entirely — the diary, the billing, the matters, the correspondence — so she can practise law and grow the firm. The second is turning how the firm works into something documented, visible and easy to follow, so the onsite junior admin team produces clean, accurate work without the Director having to inspect it.
If you cannot help but build a checklist, a template or a tracker whenever you see something being done inconsistently, this role is built for you.

What You'll Do
Executive support and diary management
Own the Director's calendar: court dates, client meetings, travel, networking commitments
Protect her time — triage what reaches her and what does not
Coordinate across three offices, multiple time zones and frequent international travel
Anticipate what she needs before she asks
Billing, time entries and invoicing
Reconstruct and enter the Director's billable time from calls, emails and meetings, with narratives written so the client understands exactly what they are paying for
Run the monthly invoicing cycle end to end: review costs agreements, check trust balances and payments received, draft invoices for review
Build this into a regular, predictable rhythm rather than a month-end scramble
Follow up professionally on outstanding accounts
Matter management
Open and prepare new matters from intake through to the point legal work can begin
Draft costs agreements and manage costs disclosure
Run ASIC, company and related searches via InfoTrack
Complete client identity and verification checks
Court and deadline management
Monitor court registries daily for listing changes, orders and judgments
Own the deadline architecture of the practice so nothing is ever missed
Correspondence
Draft client and third-party correspondence — accurate, articulate, in Australian legal register
Handle client contact with the polish that clients paying premium fees expect
Systems, documentation and quality — the heart of this role
Take the firm's existing admin manual and turn it into a working system: clear, current, structured, and genuinely usable by someone doing the task for the first time
Document processes as you learn them, so knowledge sits in the system rather than in someone's head
Build the templates, checklists, naming conventions and review steps that make correct output the default and errors hard to make
Make work visible — who is doing what, what stage it is at, what is outstanding — so the Director does not have to ask
Set the quality standard for outgoing work and review against it. Typos, formatting, tone and accuracy in client-facing documents are the firm's reputation
Support the onsite junior admin team by giving them systems clear enough to follow, and coach them on the standard
Identify what is being done inefficiently and propose a better way — having already thought it through

What You'll Bring
Experience and tools
Direct experience working for an Australian law firm as an Executive Assistant, paralegal, legal assistant or legal secretary
Hands-on, day-to-day experience with LEAP — time entries, matter management, billing runs, trust and office accounting
Working knowledge of InfoTrack (or GlobalX / Dye & Durham) for ASIC and company searches
Microsoft Outlook and Teams
A track record of creating process documentation, templates or systems that other people then used. Be ready to describe something you built and what changed because of it
Exceptional written English in Australian legal register. Spelling, punctuation and formatting are not negotiable
Experience in a genuinely high-pressure, deadline-driven environment
How you work
You build systems instinctively. Doing the task once is fine; you would rather set it up so it is done correctly every time after that
You are the quality gate. Nothing leaves on your watch with an error on it, and you notice the misplaced full stop
Solutions, not problems. You come to the Director with "here is what happened and here is how I have already fixed it"
Calm under pressure. When something goes wrong, the room steadies because you are in it
Self-directed. You check the email chain before you ask the question
You influence without authority. People follow your process because it is clear and you have made the case for it
Ambitious. You want to build something, and to grow with a firm that is expanding fast

Bonus Points For
Corporate commercial, litigation or transactional practice background
Costs agreements, costs disclosure and trust accounting under Australian rules
Experience working remotely alongside an onsite team
Experience improving or rebuilding a firm's practice management setup

Work Setup
Hours: Monday to Friday, 7:00am–3:00pm Philippine time (9:00am–5:00pm AEST, Sydney)
Scheduled hours only. This is a defined full-time schedule. You are not expected to be available outside it, and EAI holds that boundary on your behalf
Fully remote from the Philippines. You will need a reliable internet connection and a quiet, professional work environment
One client, one associate. You work with this firm exclusively — no juggling accounts. This role is not compatible with concurrent employment or freelance work
You are employed and supported by EAI, with health insurance, statutory benefits and paid leave

Why This Role
Direct partnership with a Director building an international firm, with real influence over how the practice runs
Genuine scope to design the operating systems of a growing legal practice, not just execute someone else's
Career progression as the firm grows — this role sits at the top of the practice support function
Opportunity for international travel with the Director, and potential longer-term relocation and visa pathways for the right person
Dedicated coaching, a professional community, and ongoing training and development through EAI throughout your placement

Next Step
Submit your application here: ----------
Applications are reviewed as they arrive. Shortlisted candidates complete a written assessment and screening interview before being presented to the client.