Executive / Legal Assistant (Remote)

We are an Australian law firm seeking a highly organised and proactive Legal & Executive Assistant to provide legal, executive and operational support to the principal solicitor.

You will help keep legal matters progressing, maintain accurate files and deadlines, support responsive client service, and improve internal systems and workflows.

This role will suit someone who:

• takes ownership and anticipates next steps;
• works confidently and independently in a remote environment;
• values accuracy, structure and continuous improvement;
• is interested in legal technology, AI and automation; and
• wants to build a stable, long-term role with a professional services firm.

Key responsibilities
Matter administration

• Opening and maintaining legal files
• Recording matter participants and file information accurately
• Preparing engagement and onboarding documents
• Diarising and monitoring key dates and deadlines
• Monitoring outstanding tasks and helping keep matters progressing

Client and workflow support

• Assisting with conflict checks, client identification and onboarding
• Coordinating meetings and appointments
• Following up outstanding information and actions
• Preparing routine client correspondence for review

Executive and administrative support

• Maintaining digital files, precedents and internal records
• Assisting with billing preparation and WIP monitoring
• Managing the principal’s calendar
• Documenting and improving administrative workflows and standard operating procedures
• Document support, including: formatting legal and commercial documents in Microsoft Word and proofreading documents for formatting, consistency and completeness

Essential skills and experience

• At least two years’ experience in legal administration, paralegal support or executive assistance within a legal or professional services environment
• Excellent written and spoken English
• Strong organisational skills and attention to detail
• Ability to work independently in a fully remote role
• Sound judgment, discretion and respect for client confidentiality
• Reliable internet access and a private home-working environment
• Availability during agreed hours overlapping with Queensland business hours

Preferred experience

• Experience supporting an Australian law firm
• LEAP, Smokeball or a similar practice-management system
• Microsoft 365, particularly Word and Outlook
• Billing and WIP monitoring
• Process documentation and workflow improvement
• Responsible use of AI and automation tools

Working arrangement

• Fully remote, Philippines-based role
• Minimum 20 hours per week, generally four hours per business day
• Scope for additional hours for the right candidate
• Regular overlap with East Coast Australian business hours is required
• Initial three-month engagement, with a performance review and the opportunity for a long-term role

How to apply
Please provide:

• your current résumé;
• your preferred working hours and availability;
• your expected remuneration;
• the legal jurisdictions and practice areas you have supported; and
• a brief example of a system or process you have improved.