Schedule:

• Monday to Friday, 9:00 am – 6:00 pm

• Client Location: Sydney / AEST Hours

 

Role Summary

We are seeking a highly organised and proactive Executive Assistant to support the Managing Partner of a leading boutique commercial litigation and insolvency law firm. The successful candidate will manage critical administrative functions, calendaring, communication flows, and operational coordination to ensure the Managing Partner operates at maximum efficiency in a fast-paced, high standards professional services environment.

 

Key Responsibilities

Executive & Administrative Support

• Manage and triage the Managing Partner’s email inbox including responding, prioritising, filing, and categorising correspondence according to firm protocols.

• Save emails and attachments to the firm’s document management system with accuracy and consistency.

• Prepare and lodge accurate timesheets for billing (ActionStep; training provided), following up to ensure completeness.

• Conduct daily briefings with the Managing Partner to align priorities, provide a daily plan, and debrief completed items.

• Draft, format, and proofread documents, presentations and correspondence to a professional standard.

• Proactively handle administrative tasks so that nothing is left for the Managing Partner to chase.

• Maintain confidentiality and handle sensitive information with discretion.

• Assist the Business Development & Growth team with CRM entries (HubSpot) as required.

Calendar, Travel & Meeting Management

• Maintain a complex, dynamic calendar, scheduling across multiple time zones and anticipating clashes.

• Arrange all domestic and international travel logistics (flights, accommodation, visas, transport, insurance, itinerary planning).

• Prepare briefing packs and materials to ensure the Managing Partner is well-prepared for meetings and travel.

• Provide reasonable out-of-hours support during travel or urgent matters.

• Assist with personal administrative items for the Managing Partner as needed.

Operational Coordination

• Liaise with internal teams (legal departments, HR, marketing, finance) to support strategic priorities.

• Coordinate contributions for firm initiatives, event participation, speaking engagements and internal leadership duties.

 

Skills & Requirements

• Proven experience in executive support, ideally within professional services or a legal environment.

• Strong organisational, written and communication skills.

• Excellent time management with a results-oriented mindset.

• High level of discretion, professionalism and judgement.

• Proficiency with office technology, CRMs, and document management systems.

 

Independent Contractor Perks

• Health Insurance for eligible locations
• Permanent work from home
• Immediate hiring