Office Administrator and Executive Assistant to Legal Counsel

About the role

A highly organised, proactive and resourceful Office Administrator and Executive Assistant is sought to support the Legal function and oversee the day-to-day running of the office. The role suits an experienced Executive Assistant, Legal Secretary or Office Administrator who combines executive support with broader office coordination.

Key responsibilities

• Provide executive and legal administrative support: diary management, meeting coordination and scheduling, correspondence, documents, presentations and materials.
• Coordinate internal and external meetings, including agendas, supporting materials and follow-up actions.
• Assist with contracts, legal documents, agreements and approvals, and maintain electronic and physical legal files.
• Support document execution, signatures and circulation, including via DocuSign or Adobe Acrobat Sign.
• Coordinate with external legal counsel, corporate secretarial firms, vendors and professional service providers.
• Assist with invoice processing, legal expense tracking and coordination with Finance.
• Support Corporate Secretarial Board Meetings, ad hoc projects, research coordination and internal documentation.
• Handle confidential and commercially sensitive information with discretion.
• Oversee office operations: supplies, equipment, facilities, maintenance, vendor relationships, building management liaison, meeting rooms, couriers and deliveries.
• Support travel, accommodation and meeting logistics, and onboarding and offboarding logistics.
• Maintain administrative records, office contracts and vendor documentation, and identify ways to improve office efficiency.

Required profile

• Diploma or degree in Business Administration, Legal Studies, Secretarial Studies or a related discipline preferred.
• Approximately 5+ years of experience as an Executive Assistant, Legal Secretary, Legal Administrator or senior Office Administrator.
• Experience in a multinational, professional services, life sciences, technology or other corporate environment is beneficial.
• Strong organisation, discretion, attention to detail, proactivity, communication, adaptability, ownership and professionalism.

Required skills

• Strong proficiency in Microsoft 365, especially Outlook, Word, Excel, PowerPoint and Teams.
• Familiarity with document management, electronic signature or contract management systems is advantageous.