Description

Legal Executive Assistant role now available! Your new company
Do you excel as a Legal Executive Assistant with exceptional attention to detail, a proactive mindset, and the ability to thrive in a dynamic, fast-paced legal practice?
I am currently recruiting for a permanent, full-time, highly organised, and proactive Legal Executive Assistant to provide dedicated support to the Owner and Managing Partner of a boutique law firm located in the Eastern Suburbs.

This pivotal role demands exceptional communication skills, sound judgment, and the proven ability to manage a diverse range of administrative and executive responsibilities within a dynamic and confidential legal environment.

This position offers the opportunity to play a critical role in enabling strategic focus and operational efficiency at the highest level of the practice.
Your new role

• Manage and prioritise the owner's calendar, appointments, and meetings
• Screen and manage calls, emails, and other communications on behalf of the owner
• Prepare agendas, meeting materials, and take detailed minutes when required
• Assist with drafting, proofreading, and formatting correspondence, legal documents, and reports
• Volume printing and drop box management
• Filing documents in Court
• Coordination of stationery, office supplies and couriers
• Preparing briefs for Counsel (using a precedent) and reviewing same before distribution to the lead partner
• Invoicing
• Assisting and supporting Senior Solicitor
• Coordinate and book travel, accommodations, and itineraries as needed
• Track and manage deadlines and follow-ups for internal and external matters
• Maintain filing systems (digital and hard copy), including confidential legal files
• Liaise with clients, courts, vendors, and external partners professionally and efficiently
• Support billing, invoicing, and expense reconciliation tasks as needed
• Organise and maintain office supplies, subscriptions, and firm memberships
• Assist with HR-related tasks such as onboarding, scheduling interviews, and maintaining personnel records
• Support the owner on special projects including business development, marketing efforts, and firm operations
• Conduct research, summarise findings, and present recommendations
• Help coordinate events, firm meetings, and client functions

What you'll need to succeed

• 5+ years' Executive Assistant experience, ideally in a law firm or professional services
• Strong knowledge of legal terminology, documents, and confidentiality protocols
• Exceptional organisational, multitasking, and communication skills
• Advanced proficiency in Microsoft Office; experience with LEAP or similar practice management software preferred
• High level of discretion, integrity, and sound judgment
• Proactive, resourceful, and solution-focused
• Experience supporting a law firm partner, owner, or senior executive
• Familiarity with legal billing platforms (Clio, LEAP, Timeslips)

What you'll get in return

• Permanent, full-time position
• Opportunity to work within a supportive team
• Competitive salary package

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or alternatively, email me directly with a copy of your most up-to-date resume to Loretta.Callanan@hays.com.au and I will be in touch.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.
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