Executive Assistant - Legal Operations

Position: Executive Assistant – Legal Operations

Location: Remote – South Africa

Work Hours: Full-Time | 03:00–11:00 SAST, Monday to Friday

Role Type: Full-Time Remote Subcontractor

Reports To: Two Firm Executives

Salary: R25 000 per month non-negotiable

Position Overview

Our Australian client is an established legal practice providing professional legal services to individuals and businesses.

They are seeking an experienced and highly organised Executive Assistant to provide comprehensive administrative and operational support to two executives. This is a hands-on support role focused on helping legal matters progress efficiently, ensuring deadlines and obligations are tracked, correspondence is managed, client files are accurately maintained, and executives have the information required to meet matter objectives.

The successful candidate will assist with legal matter administration, diary and workflow management, client and third-party communication, CRM administration, document preparation, and the maintenance of automated legal templates.

This position would suit an experienced Executive Assistant, Legal Secretary, Personal Assistant, Legal Administrator or Paralegal who is comfortable managing multiple priorities independently in a fast-paced professional environment.

• Provide comprehensive executive and administrative support to two firm executives.
• Assist with the progression and administration of active legal matters.
• Track matter deadlines, timeframes, obligations, follow-ups and required actions.
• Ensure executives receive the relevant information and administrative support needed to progress matters professionally.
• Manage incoming correspondence and prepare straightforward replies for executive review and approval.
• Communicate professionally with clients, opposing parties and relevant third-party service providers.
• Follow up on outstanding information, documents and actions required from clients and other parties.
• Coordinate executive diaries, meetings and appointments.
• Manage workflow, tasks and deadlines using Motion or similar workflow-management software.
• Establish and maintain accurate electronic client and matter files within LEAP.
• Draft client engagement documents, standard correspondence and template-based legal documents for approval.
• Create, edit and maintain document templates and automated document containers within LEAP.
• Ensure templates populate accurate client and matter information.
• Maintain the firm’s CRM and opportunity pipeline within LEAP.
• Track prospective clients and coordinate meetings between executives and potential clients.
• Complete accurate data entry, file updates and system administration.
• Maintain consistent and well-organised information across operational systems.
• Prepare, review, format and distribute professional documents, reports and correspondence.
• Maintain accurate filing, document version control and accessibility.
• Handle confidential and sensitive client information securely.
• Liaise with website providers, SEO providers, software support teams and other external service providers when required.
• Assist with internal operational planning and administrative coordination.
• Identify opportunities to improve workflows, templates, systems and administrative processes.
• Support executives with administrative, operational and business-related activities that do not require legal expertise.
• Carry out additional executive support and general administration as required.

Qualifications & Experience

• Bachelor’s degree or relevant tertiary qualification is preferred.
• A minimum of 3–5 years’ experience in an Executive Assistant, Legal Secretary, Personal Assistant, Paralegal, Legal Administrator, Office Administrator or senior administrative support role.
• Experience working within a professional office or corporate services environment is essential.
• Previous experience within a law firm or legal services environment is highly advantageous.
• Exposure to legal matter administration, legal correspondence and document-management processes would be beneficial.
• Experience using LEAP Legal Software is highly desirable.
• Familiarity with Motion AI workflow software would be advantageous.
• Experience using CRM, matter-management, workflow-management or operational administration systems.
• Strong Microsoft Office or Google Workspace proficiency.
• Experience preparing and formatting professional documents and correspondence.
• Excellent verbal and written English communication skills.
• Demonstrated ability to communicate professionally with Australian clients and executives.
• Strong diary, deadline, document and workflow-management experience.
• Experience handling confidential and sensitive information with discretion.

Personal Attributes

• Exceptionally organised and attentive to detail.
• Self-driven, reliable and able to work independently.
• Clear, confident and professional communicator.
• Strong written English and document-drafting ability.
• Proactive in following up on outstanding actions and information.
• Able to anticipate executive support requirements.
• Comfortable managing several matters, deadlines and administrative priorities simultaneously.
• Accurate and methodical when working with legal documents and client records.
• Calm and professional when communicating with clients, opposing parties and external service providers.
• Process-driven and committed to maintaining organised systems.
• Discreet and trustworthy when handling confidential information.
• Adaptable and comfortable learning new digital and legal software platforms.

R25 000 per month non-negotiable

Only individuals with a stable internet connection, their own laptop, a suitable home office setup, and backup power should apply, as this is a remote role.

Submit your resume and supporting documents via this portal or email them to ***email_hidden***