Legal Assistant

Role Purpose
The Legal Administrative Assistant provides high-level administrative support to multiple lawyers in an Australian legal practice from an offshore location in the Philippines. The role focuses on administrative support rather than paralegal work, ensuring court deadlines, diaries, and stakeholder communications are managed efficiently.
This is a highly administrative, deadline-driven role requiring exceptional organisation, attention to detail, initiative, and the ability to perform under pressure.
Key Responsibilities
Administrative & File Management

Open and maintain client files in the firms legal practice management system (Smokeball), ensuring files are complete, accurate, and consistently organised

Prepare case agreements and manage administrative documentation

Manage a high volume of police-related matters, including documents, videos, relevant information, handling correspondence, and scheduling appointments for clients

Prepare and manage electronic folders for barristers, including creation of shared folders or secure drop boxes

Ensure all documentation is correctly named, filed, and easily accessible

Support approximately 200 clients while ensuring compliance with legal requirements

Diary & Deadline Management (Critical Function)

Manage a shared diary for multiple lawyers

Accurately diaries all court dates, conferences, hearings, and key deadlines

Send timely reminders to lawyers ahead of conferences and court events to allow adequate preparation

Monitor upcoming deadlines and proactively flag conflicts or missing information

Stakeholder Communication

Communicate professionally with clients, police, courts, barristers, and other external stakeholders

Send court dates, funding reminders, and other critical updates to clients

Draft and send correspondence with a high level of discretion and attention to tone

Handle sensitive matters and client communications professionally

General Administrative Support

Assist lawyers with document preparation, correspondence, and matter coordination

Support improvements to administrative processes and workflows where appropriate

Work efficiently in back-end systems to maximise workflow and software utility

Key Skills & Experience
Essential

Proven experience in a legal administrative or secretarial role

Strong organisational skills with the ability to manage multiple priorities and strict deadlines

Keen attention to detail and accuracy, particularly in diary and file management

Strong written and verbal communication skills

Confidence working in a fast-paced, high-pressure environment

Ability to take initiative and work independently once trained

Preferred

Experience supporting Australian lawyers or familiarity with the Australian legal system

Experience in criminal law or litigation-based practices

Prior experience using Smokeball or similar legal practice management systems

Experience managing multiple lawyers diaries simultaneously

Personal Attributes
· Highly organised and methodical
· Proactive and solutions-focused
· Calm and reliable under pressure

Professional, discreet, and trustworthy

Comfortable reminding or prompting lawyers when deadlines or information are at risk

Able to manage high volume administrative tasks confidently and independently

Performance Indicators

Accuracy of diary management and zero missed court deadlines

Quality and organisation of client files

Responsiveness and professionalism in stakeholder communication

Ability to anticipate administrative needs and reduce lawyer workload

Work Environment
This is an offshore role based in the Philippines supporting an Australian legal practice. The successful candidate must be comfortable managing competing priorities, adapting quickly to change, and maintaining high standards under time constraints.
Originally posted on Himalayas