Senior Executive Assistant – Legal Operations & Systems

The RoleAspect Legal is seeking a high-performing Senior Executive Assistant with direct EA/PA experience to operate as a trusted right-hand to our Senior Solicitors while strengthening and scaling our legal team systems.This is not a traditional administrative role.You will combine high-level executive support with systems thinking, workflow design, and operational ownership. You will play a key role in ensuring our matters run cleanly, efficiently, and with strong process integrity.This position is designed as a leadership pathway within the Legal Team Operations for the right candidate.About Aspect LegalAspect Legal is a multi-award-winning boutique law firm specialising in SME business sales and acquisitions.We are a values-driven, AI-first firm operating fully remotely across Australia, Sri Lanka, and the Philippines. We are known for excellence, innovation, and care — and we continuously improve the delivery of legal services through strong systems and intelligent workflows.We proudly support initiatives such as B1G1, 1% Pledge, and 100 Deals.Key ResponsibilitiesExecutive & Matter SupportDirectly support Senior Solicitors and Legal Project ManagersManage complex email and calendar workflowsMaintain matter hygiene and documentation integrityEnsure critical deadlines and follow-ups are protectedCoordinate communications with clarity and professionalismSupport reporting, tracking, and billing processesSystems & Workflow OwnershipIdentify inefficiencies in existing processesRefine workflows into structured, repeatable systemsDesign AI-supported and automation-enabled processes where appropriateStandardise recurring tasks into scalable frameworksMaintain clean, organised, and reliable matter systemsOperational LeadershipAct as the operational anchor for the EA functionMentor and guide Junior EAsBuild clear execution frameworks that junior team members can follow consistentlyElevate EA tasks into project-managed workflowsContribute to the evolution of Legal Operations within the firmRequired ExperienceApplicants must demonstrate:Minimum 3+ years of direct EA or PA experience (supporting senior executives or professionals)Experience in legal or professional services environments strongly preferredProven ownership of complex executive workflowsConfidence in managing senior stakeholders directlyDemonstrated ability to improve systems, not just follow themThis role is not suitable for general administrative assistants without dedicated EA/PA experience.Key CompetenciesAdvanced organisational and prioritisation abilityStrong written and verbal communication skillsHigh judgment and discretionSystems-oriented thinkingComfort leveraging technology and AI toolsAbility to coach and coordinate junior staffCalm decision-making under pressureStrong accountability and follow-throughYou should be someone who naturally thinks: “How can this be improved?” “How can this be systemised?” “How can this run without friction?”Why Join Aspect LegalWe are hiring for a long-term, stable role within our strong, growing offshore team. You’ll receive extensive on-the-job training and ongoing support and be part of a collaborative and motivating team.Working ArrangementsThis is a full-time position (40 hours per week) with working arrangements that support work-life balance. You will work remotely during Australian business hours, approximately 8:30 am to 5:30 pm Sydney time, Monday to Friday (8 hours per day with a 1-hour unpaid lunch break).You will need access to a personal computer (desktop or laptop) that meets role requirements and reliable high-speed internet.How to ApplyIf you believe this role aligns with your skills and career goals, please apply via the link below and ensure you attach your CV and cover letter.application link: https://forms.gle/YV38rgkBAwhD34xo8As part of our selection process, shortlisted candidates may be asked to complete a structured written assessmentand / or a workflow improvement exercise (including AI-enabled process thinking), a brief video presentationPlease note: We will not consider applicants who do not complete the application form in full. Only shortlisted candidates will be contacted for interviews.