Administrative Assistant

We are seeking a highly organised and proactive Executive Assistant to support our Management Team, in particular, the Practice Manager, People & Culture Manager and Managing Partner, with a variety of administrative, operational, and HR-related tasks.

This role is ideal for someone who thrives in a dynamic, systems-driven environment and is passionate about improving business processes.

Job Responsibilities

1. Executive & Administrative Support

2. Provide day-to-day assistance to the Practice Manager and Management Team.

3. Coordinate meetings, manage calendars, and prepare agendas, reports, and documentation.
4. Maintain records to assist with the management of staff leave and employee benefits programs (e.g. Legal Legends, Staff Anniversaries and the Referral Wheel) and send out daily staff leave/people update emails.

5. Assist with internal projects, process improvements, and management initiatives.

6. Operational & Compliance Support

7. Support with the development, documentation and implementation of Policies and Procedures.

8. Assist in maintaining Document Management Systems and update registers, forms, and SOPs.
9. Liaise with our Practice Accountant and Finance Officer (both also based in the Philippines) to support administrative finance tasks as needed.
10. Oversee administrative functions including document archiving, file management, safe custody registers, and dormant trust money.
11. Enter and update client data using LEAP and Clio Grow where required, ensuring confidentiality in relation to all client information.

12. Assist with ad hoc troubleshooting to ensure Solicitors and Legal Assistants maximise their productive time.

13. HR & People Operations

14. Accurately maintain employee records and documents with Employment Hero (HRIS) and SharePoint – updating employee profiles and related data as required.

15. Assist with administrative tasks relating to recruitment, preboarding, onboarding and offboarding of employees.
16. Prepare HR documentation including Employment Agreements and various template letters using LEAP Legal Software.
17. Support HR compliance activities, including policy implementation, employee data audits, and document version control.

18. Handle confidential employee information with discretion and integrity.

19. IT & Systems Coordination

20. Assist with remote staging of new computers and coordinate with IT support as needed.

21. Help manage user access to systems and facilitate remote setups for new starters.
22. Help implement system improvements, workflows, and templates as needed.
23. Ensure consistency in file storage and digital document formatting across departments.
24. Contribute to the continuous development and refinement of systems and operating procedures.
25. Assist in maintaining and improving the firm's use of ClickUp, SharePoint, and other workflow and project management tools.

Tools & Technology

You will be working with:

• Communication & Collaboration:
  Microsoft Teams, Outlook, 3CX
• Document Management:
  Microsoft Word, Excel, SharePoint
• Practice Management:
  LEAP Legal Software, Clio Grow
• Task & Workflow Management:
  ClickUp
• HR System:
  Employment Hero
• Browser:
  Google Chrome

Required Skills & Experience

• Minimum 2 years' experience in an administrative, executive assistant, or operations support role.
• Experience working with Australian businesses or professional services is preferred.
• Strong attention to detail and high level of discretion with sensitive information.
• Excellent written and verbal English communication skills.
• Confident user of cloud-based tools and Microsoft Office 365.
• Ability to manage competing priorities, meet deadlines, and follow through on tasks.
• A mindset for continuous improvement and comfort working in a structured, process-driven environment

Schedule:
Monday to Friday, AU (7:00 AM to 3:00 PM MNL)

Work Arrangement:
Permanent WFH (must be willing to work onsite in our office in Eastwood, Quezon City as needed)

Join Frontline Accounting and be part of our team to
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