Job Overview

Our client, a UK-based legal services business, is looking for a highly organised, discreet, and proactive Executive Assistant to provide strategic support to the CEO and Managing Attorney.

This role is ideal for an experienced Executive Assistant who thrives in a fast-paced, tech-forward environment and enjoys bringing structure, clarity, and momentum to daily operations. You will support executive priorities, business operations, client coordination, systems management, and internal processes, while working closely with the wider operations team.

The successful candidate will be trusted with sensitive business, client, financial, and personal information, so confidentiality, sound judgement, and professionalism are essential.

Key Responsibilities

Executive & Personal Support

• Manage and prioritise the CEO’s Gmail inbox, including triage, labelling, drafting, and follow-up.

• Coordinate complex scheduling through Google Calendar, including professional and personal commitments.

• Arrange meetings, travel, logistics, and related preparation.

• Prepare briefing documents, meeting agendas, notes, and follow-up summaries using Google Docs.

• Support personal administrative tasks with discretion and professionalism.

• Protect executive time by anticipating needs, removing friction, and planning proactively.

Business Operations Support

• Support day-to-day business operations and cross-functional coordination.

• Assist with project and workflow tracking using Asana or similar platforms.

• Maintain internal documentation, SOPs, process guides, and operational trackers.

• Create and update Google Sheets dashboards, reports, and workflow tools.

• Help align team execution with executive priorities and business goals.

Google Workspace & Systems Management

• Maintain a clear and organised Google Drive structure.

• Manage folder organisation, access permissions, and file naming conventions.

• Support document governance and collaboration workflows across Google Workspace.

• Build simple trackers, reports, and operational tools in Google Sheets.

Client & Administrative Coordination

• Handle client communications through firm email and phone channels with professionalism.

• Coordinate consultations, appointments, and meetings via Calendly and Google Calendar.

• Support client and matter tracking within Clio or similar practice management systems.

• Maintain a high standard of client experience in every interaction.

Financial Systems Support

• Navigate billing workflows across platforms such as QuickBooks Online, Bill.com, and Clio Billing.

• Assist with invoice routing, payment status tracking, and flagging outstanding items.

• Support billing coordination tasks as directed.

• Work confidently with financial software; accounting expertise is not required.

SOP Development & Implementation

• Write, update, and maintain Standard Operating Procedures for recurring processes.

• Follow existing SOPs accurately and consistently.

• Identify process improvements and help build scalable internal systems.

• Maintain an organised SOP library to support onboarding and operational efficiency.

Qualifications and Experience

• Minimum of 3 years’ experience in an Executive Assistant, Personal Assistant, Operations Assistant, or similar high-accountability support role.

• Advanced proficiency in Google Workspace, including Gmail, Calendar, Drive, Docs, Sheets, and Meet.

• Excellent written and verbal communication skills, with a polished and client-ready style.

• Strong organisational, prioritisation, and project coordination abilities.

• Proven ability to work in a fast-paced, deadline-driven environment.

• High levels of discretion, integrity, emotional intelligence, and sound judgement.

• Experience creating, following, and improving SOPs.

• Comfortable learning and using tools such as Asana, Clio, QuickBooks Online, Bill.com, Loom, ChatGPT, Claude, Gamma, and AI note-taking tools.

• Previous experience in a legal, professional services, or founder-led business environment is advantageous.

• Must have a reliable laptop, stable internet connection, and a professional working environment.

• A backup power solution is strongly preferred.

Core Competencies

• Proactive ownership and accountability.

• Excellent attention to detail.

• Strong systems thinking and process-building ability.

• Professional communication across email, phone, and video.

• Adaptability in a growing business environment.

• Confidentiality and discretion at all times.

• Calm, composed, and emotionally intelligent under pressure.

About Us

At Remote Recruitment, we specialise in helping skilled South African professionals connect with top UK businesses. Our streamlined hiring process ensures you work with organisations that value your talent and career growth. With a focus on long-term success, we provide ongoing support to make sure you thrive in your role.

Join a team that appreciates your expertise – Remote Recruitment, where your success is our mission.