Legal Executive Assistant

Role Purpose

The Legal Administrative Assistant provides high-level administrative support to multiple lawyers in an Australian legal practice from an offshore location in the Philippines. The role focuses on administrative support rather than paralegal work, ensuring court deadlines, diaries, and stakeholder communications are managed efficiently.

This is a highly administrative, deadline-driven role requiring exceptional organisation, attention to detail, initiative, and the ability to perform under pressure.

Key Responsibilities

Administrative & File Management

· Open and maintain client files in the firms legal practice management system (Smokeball), ensuring files are complete, accurate, and consistently organised

· Prepare case agreements and manage administrative documentation

· Manage a high volume of police-related matters, including documents, videos, relevant information, handling correspondence, and scheduling appointments for clients

· Prepare and manage electronic folders for barristers, including creation of shared folders or secure drop boxes

· Ensure all documentation is correctly named, filed, and easily accessible

· Support approximately 200 clients while ensuring compliance with legal requirements

Diary & Deadline Management (Critical Function)

· Manage a shared diary for multiple lawyers

· Accurately diaries all court dates, conferences, hearings, and key deadlines

· Send timely reminders to lawyers ahead of conferences and court events to allow adequate preparation

· Monitor upcoming deadlines and proactively flag conflicts or missing information

Stakeholder Communication

· Communicate professionally with clients, police, courts, barristers, and other external stakeholders

· Send court dates, funding reminders, and other critical updates to clients

· Draft and send correspondence with a high level of discretion and attention to tone

· Handle sensitive matters and client communications professionally

General Administrative Support

· Assist lawyers with document preparation, correspondence, and matter coordination

· Support improvements to administrative processes and workflows where appropriate

· Work efficiently in back-end systems to maximise workflow and software utility

Key Skills & Experience

Essential

· Proven experience in a legal administrative or secretarial role

· Strong organisational skills with the ability to manage multiple priorities and strict deadlines

· Keen attention to detail and accuracy, particularly in diary and file management

· Strong written and verbal communication skills

· Confidence working in a fast-paced, high-pressure environment

· Ability to take initiative and work independently once trained

Preferred

· Experience supporting Australian lawyers or familiarity with the Australian legal system

· Experience in criminal law or litigation-based practices

· Prior experience using Smokeball or similar legal practice management systems

· Experience managing multiple lawyers diaries simultaneously

Personal Attributes

· Highly organised and methodical

· Proactive and solutions-focused

· Calm and reliable under pressure

· Professional, discreet, and trustworthy

· Comfortable reminding or prompting lawyers when deadlines or information are at risk

· Able to manage high volume administrative tasks confidently and independently

Performance Indicators

· Accuracy of diary management and zero missed court deadlines

· Quality and organisation of client files

· Responsiveness and professionalism in stakeholder communication

· Ability to anticipate administrative needs and reduce lawyer workload

Work Environment

This is an offshore role based in the Philippines supporting an Australian legal practice. The successful candidate must be comfortable managing competing priorities, adapting quickly to change, and maintaining high standards under time constraints.