Executive Assistant to Managing Partner

Remote | Full-Time | 9:00 AM–6:00 PM AEST | Monday–Friday

About the Role

Our client, an established legal firm, is seeking a highly organised, proactive and exceptionally detail-oriented Executive Assistant to support the Managing Partner.

This is not a traditional administrative or scheduling role. You will effectively become the operating system of the Managing Partner’s working life — owning his inbox, diary, commitments, follow-ups, travel, business development administration and key personal support.

The successful candidate will anticipate what needs to happen, provide recommendations, close loops and ensure nothing is missed or forgotten.

 

Key Responsibilities

Inbox & Communications

• Manage the Managing Partner’s inbox to zero every day.
• Triage, prioritise, respond, delegate, file and follow up on correspondence.
• Manage LinkedIn messages as a second inbox.
• Capture actions and commitments arising from emails.

Diary & Travel

• Own the diary and calendar end-to-end.
• Identify and resolve conflicts before they reach the Managing Partner.
• Confirm meetings and appointments in advance.
• Build in travel, preparation and buffer time.
• Book and fully confirm flights, hotels, transfers, visas and itineraries.

Executive Support

• Prepare a daily decisions brief with key issues, context and a clear recommendation.
• Prepare meeting briefs and background information.
• Capture decisions and immediately convert them into actions.

Action & Follow-Up

• Maintain a comprehensive action register covering everything the Managing Partner asks anyone to do.
• Track owners and deadlines.
• Chase before deadlines and escalate overdue actions.
• Maintain a zero dropped-balls approach.

Time Recording & Legal Administration

• Maintain accurate daily time records.
• Review the diary for client meetings, calls and other billable activities.
• Follow up on missing time entries and support fee-earner billing processes.

Business Development & CRM

• Keep CRM records accurate and current.
• Track introductions, opportunities, promises and follow-ups.
• Prepare relationship/meeting briefings and support BD activity.

Records & Personal Support

• Maintain registers covering providers, renewals, key dates, delegations and decisions.
• Monitor important deadlines and renewals.
• Provide discreet support with personal/family administration where required.

AI & Systems

• Use ChatGPT, Claude or Copilot to assist with drafting, research, triage and quality checking.
• Use technology to improve productivity and follow-through while maintaining personal judgment and accountability.

 

What We're Looking For

• 4–5+ years' experience as an Executive Assistant, Executive Business Partner, Senior EA, Legal Secretary, Practice Manager or similar.
• Proven experience supporting a CEO, Founder, Managing Director, Partner or C-suite executive.
• Experience owning an executive inbox and diary, not simply scheduling.
• Strong task, deadline, meeting and travel management.
• Exceptional written and verbal English with British/Australian conventions.
• Extremely high attention to detail and accuracy.
• Strong judgment — you provide a recommendation, not just a question.
• Proactive, organised, discreet and comfortable handling confidential information.
• Proven ability to work independently and remotely across time zones.
• Comfortable managing high email volumes, including 100+ emails per day.
• 60+ WPM with 98%+ accuracy; 70+ WPM preferred.
• Advanced Microsoft Outlook skills — rules, categories, Quick Steps, search and delegated mailboxes are essential.
• Strong M365 skills: Teams, Word, Excel, To Do, OneDrive/SharePoint.
• Comfortable with AI tools including ChatGPT, Claude or Copilot.

 

Legal / Professional Services Experience — Highly Advantageous

As you will support the Managing Partner of an Australian legal firm, experience within legal, accounting, consulting or professional services is highly desirable.

Understanding of confidential client matters, legal deadlines, billable time, fee-earner workflows, document management and professional correspondence will be a significant advantage.

Experience with Clio, LEAP, Actionstep, iManage, NetDocuments, HubSpot or Adobe Acrobat is desirable.

Candidates without legal experience will still be considered where they demonstrate exceptional executive support capability and judgment.

 

Remote Requirements

• Monday–Friday, 9:00 AM–6:00 PM AEST
• Fully remote, Reliable high-speed internet plus backup
• Dedicated, quiet workspace
• Reliable computer, headset and webcam
• Power backup where required
• Ability to maintain strict confidentiality

 

What We Offer

• Permanent work-from-home
• Direct daily access to the Managing Partner
• Structured onboarding, training and documented processes
• AI-enabled working environment
• Protected 9:00 AM–6:00 PM hours
• Opportunity to grow into a true Executive Business Partner

How Success Is Measured

Inbox at zero. Actions tracked. Follow-ups completed. Time records current. Registers accurate. No missed meetings. No dropped balls. No surprises.

If you are someone who thinks ahead, takes ownership and gets satisfaction from making sure nothing falls through the cracks, we want to hear from you.