Senior Executive Assistant/ Legal Secretary

Position Description

The Executive Partner provides comprehensive administrative, operational, and strategic support to the Principal, ensuring smooth execution of daily business and personal activities. This role functions as a trusted extension of leadership, requiring a high level of discretion, efficiency, and the ability to manage key relationships in a fast-paced, client-driven environment.

1. Calendar & Schedule Management

• Manage and coordinate complex professional and personal calendars
• Arrange meetings, appointments, and engagements across multiple stakeholders and time zones
• Prepare and manage meeting confirmations to ensure alignment and continuity of engagements

1. Email & Correspondence Management

• Monitor, organize, and prioritize high-volume inbox communications
• Draft professional correspondence in Australian English standards
• Maintain and manage document storage and workflow systems (e.g., Equinox) to ensure proper organization and accessibility

1. Client Coordination & Relationship Management

• Act as a primary liaison for clients, ensuring clear and consistent communication
• Coordinate meetings, consultations, and follow-ups, including delivery of required materials
• Maintain ongoing client relationships and regular communication touchpoints as directed

1. Document Preparation & Administration

• Prepare, format, and manage reports, presentations, and other business documents
• Support client onboarding, including documentation handling and file organization
• Ensure all outputs meet high standards of accuracy, formatting, and Australian English conventions

1. Research & Project Coordination

• Conduct research to support business initiatives and client requirements
• Monitor project progress, deadlines, and deliverables
• Provide timely updates and escalate issues when necessary

1. Travel & Event Coordination

• Manage end-to-end travel arrangements including flights, accommodation, and itineraries
• Coordinate conferences, meetings, and stakeholder events
• Maintain accurate records of international contacts and related arrangements

1. Personal & Household Executive Support

• Provide high-level personal administrative support to the Principal
• Manage family schedules, appointments, and day-to-day logistics, including children’s activities
• Coordinate household-related arrangements and family travel requirements

1. Process Improvement & Documentation

• Develop and maintain SOPs, workflows, and operational documentation
• Create training materials to support scaling and effective delegation
• Ensure all documentation is reviewed, standardized, and approved prior to use

• Reports directly to the Principal and is fully accountable for assigned responsibilities
• Maintains strict confidentiality and professionalism at all times
• Delivers accurate, timely, and high-quality outputs under shifting priorities and urgent demands
• Adapts quickly to changing requirements in a fast-paced environment
• Supports efficient workflow aligned with business priorities and client satisfaction objectives

• Full-time
• Remote / Work-from-home arrangement