Executive Assistant

Job Title: Executive Assistant

About the Role

We’re looking for a dependable, organised, and proactive Executive Assistant to support the partners and senior lawyers of our firm. You’ll be the go-to person for keeping schedules in order, managing communication, handling travel and documentation, and ensuring everything behind the scenes runs smoothly.

If you’re detail-oriented, calm under pressure, and enjoy helping others stay on top of things, this is the perfect role for you.

We welcome applicants from all backgrounds. Formal degrees aren’t essential — strong communication skills, professionalism, and a willingness to learn are what truly count.

What You’ll Do

Executive & Administrative Support

• Manage calendars, appointments, and meetings for partners and senior lawyers.
• Coordinate internal and client meetings, prepare agendas, and ensure follow-ups.
• Draft, format, and proofread correspondence, and administrative documents.
• Maintain organised records and filing systems, both digital and physical.
• Track case-related deadlines and action items to ensure timely completion.

Travel & Logistics Coordination

• Handle domestic and international travel bookings, including flights, accommodation, and ground transport.
• Prepare detailed travel itineraries for partners and senior staff.
• Coordinate visa applications, passport renewals, and related travel documentation.
• Liaise with embassies, travel agents, and government offices for paperwork and approvals.

Communication & Coordination

• Act as a point of contact between partners, clients, and staff.
• Manage calls, emails, and correspondence with professionalism and discretion.
• Maintain confidentiality in handling client and firm information.
• Support in scheduling client meetings, follow-ups, and reminders.

Office & HR Support

• Coordinate with Partners on hiring processes — scheduling candidate interviews, sharing offer letters, onboarding policies and documents, and organising orientation and smooth integration of new hires into the firm.
• Assist with identifying, shortlisting, and coordinating interns, including internship scheduling, documentation, and communication.
• Assist with billing coordination, timesheet management, and general administrative tasks.
• Coordinate logistics for firm events, seminars, and staff initiatives.
• Collaborate with the receptionist and administrative team to keep office operations seamless.

What We’re Looking For

• Excellent organisational and communication skills.
• Strong attention to detail and the ability to multitask effectively.
• Proficiency with MS Office (Word, Excel, Outlook, PowerPoint) and basic digital tools.
• Prior experience handling travel bookings, visa processing, or documentation is a big plus.
• Discreet, reliable, and comfortable working with confidential information.
• Prior experience as an executive assistant, secretary, or administrative coordinator preferred.
• A professional diploma or certification in office administration, executive assistance, or secretarial practice is ideal.

Our Commitment to Diversity

We are committed to building an inclusive and welcoming workplace.

Trans and gender-diverse youth, persons from minority or underrepresented communities, and first-generation professionals are strongly encouraged to apply.

We believe diversity brings strength, empathy, and creativity — qualities we deeply value in our team.

Why Join Us

You’ll work closely with experienced lawyers in a supportive and people-oriented environment. This role offers the chance to develop valuable professional skills in communication, organisation, and legal operations — while being part of a team that genuinely cares about growth, respect, and collaboration.