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Executive Assistant to Owner/Director (Law Firm)

Smart Workforce Solutions
Full-time
Remote
Australia
Administrative & Virtual Assistance

Introduction

Position: Executive Assistant to Owner/Director (Law Firm)
Location: Remote (South Africa)
Work Hours: 06:00-14:00 SAST (Monday – Friday)
Role Type: Full-Time | Remote
Reports To: Owner/Director
Salary: R25, 000 per month (non-negotiable)

Position Overview:

The Executive Assistant provides high-level administrative and executive support to the Owner/Director of a professional law firm. This role is responsible for managing the Director’s communications, calendar, and administrative priorities, ensuring smooth daily operations and enabling the Director to focus on strategic, legal, and client-facing responsibilities.

The position also incorporates legal administrative duties, including data entry, creation of legal matters, drafting initial correspondence to clients, and managing ongoing client communications. This role requires strong organisational skills, attention to detail, discretion, and prior legal experience, specifically within property law and preferably conveyancing.

Duties & Responsibilities

Duties & Responsibilities:

Executive & Calendar Management

  • Manage and coordinate the Director’s calendar, including scheduling meetings, prioritising appointments, and resolving scheduling conflicts.
  • Ensure the Director is fully prepared for meetings, appointments, and deadlines.
  • Track key priorities, deadlines, and ongoing projects to ensure timely completion.
  • Provide proactive reminders and updates regarding upcoming commitments and deliverables.

Email & Communication Management

  • Monitor, organise, and manage the Director’s email inbox.
  • Draft, proofread, and format professional correspondence, documents, and communications.
  • Respond to emails on behalf of the Director where appropriate.
  • Serve as a key point of contact between the Director, clients, and external stakeholders.

Legal Administration & Client Correspondence

  • Perform accurate data entry and create legal matters within internal systems.
  • Prepare and send initial correspondence to clients.
  • Draft and respond to client communications professionally and efficiently.
  • Maintain organised digital filing systems and legal records.
  • Ensure all client and firm information is handled confidentially and in accordance with professional standards.

Meeting Coordination & Support

  • Schedule, coordinate, and confirm meetings (virtual and in-person).
  • Prepare agendas, meeting documents, and supporting materials.
  • Attend meetings where required, take minutes, and track follow-up actions.

Travel & Event Coordination

  • Arrange travel, accommodation, and related logistics for business purposes.
  • Assist with planning and coordinating conferences, seminars, and client-related events.

General Administrative Support

  • Maintain accurate and organised records, filing systems, and documentation.
  • Support administrative workflows and operational processes.
  • Assist with ad hoc administrative tasks and special projects as required.

Desired Experience & Qualification

Qualifications & Experience:

  • Proven experience as an Executive Assistant, Personal Assistant, or Legal Assistant.
  • Mandatory: Legal experience in Property Law.
  • Highly preferred: Conveyancing experience.
  • Experience supporting senior executives or directors in a professional services environment.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and email/calendar systems.
  • Experience with legal practice management systems is advantageous.
  • Excellent written and verbal communication skills.
  • Strong organisational skills with the ability to manage multiple priorities.
  • Ability to work independently in a remote environment.

Personal Attributes:

  • Highly organised and detail-oriented.
  • Professional, discreet, and trustworthy when handling confidential information.
  • Strong time management and prioritisation skills.
  • Proactive and solutions-focused mindset.
  • Reliable, dependable, and self-motivated.
  • Strong interpersonal and communication skills.
  • Ability to work efficiently in a fast-paced professional environment.

Package & Remuneration

R25, 000 

Interested?