Executive Legal Assistant (M.W.) at WeAssist.io

🚀 About the Client 🚀

⚖️ Boutique Powerhouse - A small but mighty law firm based in Gold Coast, Australia, specializing in commercial law, litigation, property conveyance, and leasing.
📈 Trusted Legal Partner - Established a strong reputation for delivering no-fuss, high-impact legal solutions to clients who value results and realness.
🏆 Built on Reputation - Known for practical, down-to-earth service that combines expertise with approachability—and gets clients coming back.
🤝 Culture of Connection - Work with a supportive, present leader who values communication, collaboration, and mutual respect.
🌟 Trust is the Foundation - Integrity is non-negotiable, egos are checked at the door, and a good sense of humor is always welcome.

🌟 About WeAssist 💡

🌍 Led by a Founder Who Cares – Reef Colman built WeAssist to empower individuals and create meaningful opportunities that support families.
⚡ Fast & Purposeful Recruiting – We move quickly but prioritize long-term fit, stability, and growth over just filling roles.
🌎 Connecting Global Talent – With 100+ outsourced professionals and growing, we link top talent worldwide with thriving US businesses.
❤️ Giving Back Matters – From building schools to feeding the homeless, we believe true success means making a difference.
🤝 An Inclusive & Thriving Culture – Your skills and unique gifts matter. We create an environment where outsourced professionals don’t just work—they grow.

⚒️ Key Responsibilities of the Executive Legal Assistant 📝

🧑‍💼 Client Communication & Onboarding

🏡 Property Conveyance Support

📆 Calendar Management

📂 Administrative Support & Document Management

👥 Personal Assistance

📧 Email Management

Additional Information:

Review this Doc first!

How to Prepare for the Recruiting Process -

• https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb

📢 Why Are They Hiring an Executive Legal Assistant?

Our client is growing—and so are the demands of their fast-paced legal practice. They’re on the lookout for a sharp, reliable Executive Legal Assistant who can take charge of admin tasks and help keep legal matters moving like clockwork. As caseloads grow and operations expand, they need a right-hand partner who thrives on structure, stays two steps ahead, and makes sure nothing slips through the cracks. From calendar coordination to case file management, they need someone who’s organized, proactive, and ready to be the right hand to a busy principal.

If you're the kind of person who thrives on structure, loves a good to-do list, and finds satisfaction in keeping things moving behind the scenes—this role was made for you. 🚀

Qualifications:

• 🔍 Exceptional attention to detail – In law, even a single typo can have big ramifications. Accuracy and precision are non-negotiable.
• 💼 Administrative or Executive Assistant experience – Prior experience supporting a business leader or managing operations is highly valued.
• 📚 Legal experience is a bonus – Familiarity with legal terms, documents, or procedures will be a strong advantage, but not required.
• 🧠 Strong interest in the legal field – If you're curious about the legal world and eager to learn, this is a great opportunity to grow into it.
  
  

Responsibilities of the Executive Legal Assistant:

Your responsibilities include:

• 🧑‍💼 Client Communication & Onboarding:
  • Support the client onboarding process by preparing documents, ensuring they are signed, and properly filed after the principal’s initial consultation
  • Use Practice Ignition to send out proposals to new clients and initiate their engagement
  • Enter new client details and matter information into LEAP (legal practice management software)
  • Manage invoice distribution and payment follow-ups through Xero (integrated with LEAP); Initial support and oversight will be provided.
  • Join client calls when appropriate and take detailed notes (Growth opportunity)
  • Record client-related expenses in Xero when capacity allows

• 🏡 Property Conveyance Support:
  • Create and manage process checklists to track the stages of each conveyance
  • Send templated questionnaires and client-facing documents, customizing them as needed
  • Coordinate with external legal teams and stakeholders to facilitate a smooth conveyance process
  • Draft and prepare various letters at different stages (e.g., Settlement Date Notices, Cost Calculations), using LEAP and saving finalized versions as PDFs

• 📆 Calendar Management:
  • Track and manage critical dates, including submission deadlines, contract signing schedules, and transaction completion timelines
  • Ensure timely client follow-ups and reminders are coordinated effectively
  • Keep the principal’s calendar well-organized and updated with relevant legal and business obligations

• 📂 Administrative Support & Document Management:
  • Perform regular administrative tasks, including data entry, document saving, and matter updates in LEAP
  • Maintain accurate and organized filing across LEAP and Google Drive
  • Locate and compile documents as requested by the principal.
  • Order necessary records and documents online (e.g., utility usage reports or title searches) based on matter requirements

• 👥 Personal Assistance:
  • Assist the principal with occasional personal tasks, including booking lunches or appointments
  • Help manage personal or business-related bill payments
  • Provide general personal assistance support as needed, helping with ad hoc errands or tasks that support the principal’s day-to-day efficiency

• 📧 Email Management:
  • Assist with light email management, maintaining awareness of correspondence via CCs, and delegated inbox items
    • ​​You may gradually take on more responsibility in managing communications as trust and familiarity grow
  • Support clear and timely communication across internal and external stakeholders

• 🛠️ Systems, SOPs & Workflow Improvements: (Nice-to-Have)
  • Contribute to the creation and refinement of internal standard operating procedures (SOPs)
  • Help identify and implement workflow improvements to increase efficiency across the firm’s operations

🏡 Want to Know More About the Client?

Our client is a boutique law firm making big waves in the world of commercial law, litigation, and property conveyancing. Based in the sunny Gold Coast of Australia, they’ve built a reputation over the years for providing top-tier legal services with a personal touch. From entrepreneurs to established businesses, they serve a diverse range of clients who rely on them for practical, down-to-earth legal solutions. With a mission to simplify the legal process and genuinely serve people, their track record speaks volumes—built on integrity, results, and strong client relationships.

They’re a close-knit team of legal professionals who keep it real, work hard, and know when to have a laugh—because legal doesn’t have to mean boring. 🚀

Culture and Core Values:

The team thrives in a down-to-earth environment where relationships are valued as much as results. It’s a culture that blends professionalism with approachability—where a good laugh, clear expectations, and trust are part of the daily routine.

Here’s what matters most to them:

• 🧭 Lead with Integrity: Do the right thing, even when no one’s watching.
• 🎯 Be Present, Be Accountable: Show up, stay sharp, and follow through.
• 🔒 Trust is Everything: Build it, protect it, and earn it every day.
• 🌱 Keep it Grounded: No egos here—just good people doing great work.
• 💼 Service Comes First: Clients are at the heart of everything we do.

We’re not just building cases—we’re building relationships, and it all starts with the right team. 💯

What’s in it for you? 😏

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

• 🧠 Level up your legal know-how – Get hands-on experience in commercial law, litigation, and property.
• 🦸‍♀️ Be the steady hand behind the success – A leadership opportunity to anchor the team as the firm expands.
• 🛠️ Help build better systems – Play a key role in improving operations and efficiency.
• 💼 Own your role like a boss – You won’t just support—you’ll lead, refine, and elevate.
• 🤝 Work with a principal who listens – Supportive, approachable leadership that always makes time.
• 🌱 Down-to-earth vibes only – No ego, no drama, just real people doing great work.
• 🔐 Trust is the foundation – Be part of a team where honesty and integrity are non-negotiable.

Your next big opportunity starts here—ready to take the leap? 🚀

WeAssist: (Not your average Recruiting Firm…)

Started by Reef Colman just five years ago, is not your typical staffing agency...

We are a dynamic recruiting firm focused on creating fair opportunities in the business world. We have a team of over 100 people. We help US businesses find skilled remote workers and connect these workers with good employers.

What makes us different is how much we care about our people! We give good benefits, support personal growth, and get involved in the community. We also support good causes like building schools, helping the homeless, and improving education. Come join us at WeAssist, where remote workers do their best!

Perks:

• 13th Month Bonus (Wild right?! 🤯)
• Permanent work-from-home / remote set-up 🌴
• Health insurance 👨‍⚕️
• Dental insurance 🪥
• Mental health insurance 🧠
• Great starting salary 💰
• Growth opportunity 📈
• Performance-based raises 💸
• Prizes and bonuses 🏆
  
  

Specifics:

• Time
  • Full-time; 8:30 AM – 5:30 PM AEST
  • This is a remote position so you can have the freedom to work from anywhere

• Miscellaneous
  • Attire - business casual when in meetings
  • Professional setup (Pains me I actually need to write this down… 👀)
    • Clean background
    • Good camera
    • Good microphone
    • Strong wifi

• Tech Stack
  • Must-have:
    • MS Office
      • MS Outlook
      • MS Word
  • Highly Preferred:
    • Practice management system
      • LEAP
    • Xero
    • Practice Ignition
      
      
• Compensation
  • Fixed Rate $9,600 - $14,400/yr