Legal Assistant / Executive Assistant

About the job

Legal Assistant / Executive Assistant to Director and Chief Operating Officer

Bazul LLC is seeking a highly organised, proactive and technology-confident Legal Assistant / Executive Assistant to provide high-level administrative and operational support to the Director and Chief Operating Officer (COO). The ideal candidate combines excellent judgement, discretion and attention to detail with a practical ability to use AI and digital tools to improve productivity, prepare high-quality work and streamline routine processes. This role suits someone who anticipates needs, follows through reliably and remains composed in a fast-paced professional-services environment.

Key responsibilities include:

Executive and Operational Support

• Own complex calendars for the Director and COO, prioritising meetings, resolving conflicts and ensuring they are fully briefed and prepared.
• Track deadlines, decisions and action items; send timely reminders and follow through with internal and external stakeholders.
• Coordinate business travel end to end, including itineraries, bookings, visa or insurance requirements and contingency planning.
• Manage the Director’s personal related administrative matters as required and with utmost discretion and sensitivity.
• Draft, edit and format correspondence, agendas, meeting briefs, presentations and other executive materials to a consistently high standard.
• Use approved AI tools to accelerate research, summarise non-confidential information, prepare first drafts, organise meeting notes and identify follow-up actions, with careful human review for accuracy, tone and context.
• Identify opportunities to improve administrative workflows through templates, automation and AI-assisted processes, while complying with the firm’s confidentiality, data-protection and information-security requirements.
• Record billable time accurately in the file management system and prepare reimbursement claims and payment vouchers.
• Monitor the Director’s CPD requirements and coordinate suitable speaking, moderating and attendance opportunities.
• Handle sensitive information with sound judgement and undertake other executive-support tasks as required.

What Success Looks Like

• The Director and COO are consistently well prepared, with priorities, briefing materials and follow-up actions managed before they become urgent.
• Administrative work is accurate, timely and professionally presented, with clear ownership of deadlines and minimal need for follow-up.
• Approved AI and automation tools are used thoughtfully to reduce repetitive work and improve quality, without compromising confidentiality, accuracy or professional judgement.

What You Bring

• Preferably law-trained candidates who can follow high-level legal discussions and are confident in delivering strong results.
• Advanced proficiency in Microsoft 365, including Outlook, Word, PowerPoint, Excel and Teams, with confidence learning new systems quickly.
• Practical experience using generative AI or productivity assistants to draft, summarise, research, organise information or automate routine work.
• Strong prompt-writing, fact-checking and editing skills, with the judgement to recognise inaccurate output, protect confidential information and escalate uncertainty.
• Excellent written and verbal communication, stakeholder management and interpersonal skills across teams and seniority levels.
• Highly organised, resourceful and detail-oriented, with the ability to anticipate needs, manage competing priorities and deliver with minimal supervision.
• Impeccable integrity and an exceptional level of discretion. The successful candidate must be trusted to maintain strict confidentiality regarding all personal and business matters, both during and after employment.

Qualifications

• Diploma or degree in Business Administration, Law or a related field, or equivalent relevant experience.
• Legal secretarial certification or prior experience in a legal environment is an advantage.
• Relevant training or certification in Microsoft 365, automation, generative AI or digital productivity tools is an advantage; demonstrable hands-on capability is valued more than certification alone.