AddressExecutive Assistant
Have you ever looked at ‘Donna’ from Suits and thought… I could do what she does? Do you have a gift for thinking ahead, anticipating needs, thinking on your feet, and remaining organised and steadfast in a dynamic environment? Does working side-by-side with an energetic and innovative leader sound like your idea of a long-term career?
Then let us introduce ourselves…
Hi, we are the ALFA Legal Group, and we are not your grandfather’s law firm. We challenge what it means to be advocates and take great pride in doing law different. In a traditionally slow-to-evolve industry, our firm has been committed to disrupting that status quo, redefining a new standard of excellence within our work environment and how we serve and deliver results for our clients. It is difficult to describe, but our difference as a practice is simply just – felt. At the core of our pursuit to redefine excellence in the legal industry are our exceptional and extraordinary team.
And now, we are looking for our next extraordinary teammate.
The Opportunity
We are looking for an experienced Executive Assistant to our dynamic and energetic founder that shares our passion for creating solutions and delivering excellence.
At the ALFA Legal Group, we love systems, processes, and making them as user friendly and as efficient as possible. Say goodbye to an environment where you have to ask the ‘office gatekeeper’ for tightly held information you need in order to do your job. How we work, why we do things a certain way, and how to do the every-day things is carefully documented and recorded in our ever-evolving ALFA Academy. You will have this information at your fingertips and will be instrumental in collaboratively developing it with the founder and the rest of our team.
Our founder – and your new closest work-colleague, works outside of the box. Nominated for several business awards both within and outside the legal industry, she is a high-energy neurodivergent that thinks quickly, moves quickly, and drives business, growth, legal strategy, and the long-term vision for the firm. Our founder needs an ally, and we cannot describe that ally any better than saying – we are on the hunt for ALFA’s own real-life Donna.
Complimenting this already exceptional team, we want someone who is not only committed to sharing our vision for the future but being an active part in developing it along the way on a long-term basis. We want a person who sees this opportunity as long-term career decision, not just an exciting ‘career move’. The role is dynamic; you will experience the routine and relaxed, and times where you will have to find your ‘6th gear’ to match the demands of the day, but if you ask the people that already work with us, they wouldn’t have it any other way.
The Role
You are not only able to self-manage, task manage, and expertly prioritise your duties, but of the utmost importance – is doing the expert prioritisation and task management for our founder.
We’re looking for someone who understands the importance of following policy and procedure to the letter – but can think intuitively and creatively where a process needs developing, or novel circumstances arise. You are a communication guru – able to not only liaise with the founder, but getting to know the clients, becoming a trusted first point of contact, and anticipating needs before they arise. ‘No one showed me how to do that’ does not exist in your vocabulary – you are a solution finder and a problem solver.
You have thick skin but aren’t afraid to be honest and express yourself respectfully and assertively. You know how to manage people who may be experiencing high levels of emotion (think people undergoing an ugly divorce), obtain critical information efficiently, and be able to find the humour in what can be the weird, wonderful, and eyebrow raising world of legal practice.
You are not only the founder’s ally, but her gatekeeper and ‘right-arm’. No one gets to the founder without going through you first! You control the flow of traffic, questions, appointments, access, and deep-work time for the founder and strictly manage the calendar. This role takes a special type of individual who is assertive and collaborative – being able to both receive direction and instruction but give instruction and direction to the founder. You are both the bosses’ boss and will be relied on as her most trusted facilitator of mission critical tasks.
This Role Might Not be for You if:
- The phrase ‘that’s not my job’ feels like something you might say
- You think every day will feel like ‘Suits’ and will lose interest in the routine
- You need frequent management/ follow-up
- You do not adapt well / quickly when changes in schedule / circumstance come up
- You tend to miss details, forget instructions, and think you can ‘remember everything’
- You offend easily or take setbacks too personally – this industry has as many hard days as it does good ones.
- This isn’t really a long-term career for you, you just want some more industry experience
- You are going to struggle working closely with a neurodivergent founder.
Perks
Our vision is to break the stress fuelled experience clients often feel when dealing with lawyers, breaking the buttoned-up, detached and aloof reputation that has been associated with this industry for far too long while continuously delivering outcomes that defy the odds. One of the greatest perks of working with the ALFA Legal Group is seeing our compassion and commitment to excellence demonstrated in our work, in how we interact with our clients, and knowing that same level of care and industry transcendent compassion translates directly to how we treat our people.
In addition to working in an environment that is a breath of fresh air, here are some of the outside-the-box perks the founder’s Executive Assistant has an opportunity to enjoy:
- Being able to show up ‘as yourself’ – show us your diversity and divergency
- Colleagues you can trust with your eyes closed – we don’t do office drama
- Accompanying the founder to exclusive social occasions, events, and conferences
- A freshly renovated office space that is not only beautiful, but beautifully functional
- New best friends: our four-legged chief happiness officers come to work every day
- Friday activities, and frequent ‘surprise’ work perks (think vouchers, uber eats, and other treats!)
- A female-led firm that puts its people first; and
- Being the ‘bosses boss’
Skills, Experience, and Requirements:
Whilst a university degree or formal qualification is not a requirement in order to be an excellent Executive Assistant, it is certainly something that may help set you apart from the crowd! We are looking for the following skills and experience:
- A bachelor’s or associate degree in business or business management would be highly regarded
- High-level proficiency with Microsoft Word and Adobe Acrobat critical
- Elegant and professional telephone and communication skills
- A valid driver’s license and reliable vehicle
- Immaculate presentation, your professional personal appearance is critical
- Experience with Actionstep or Leap will set you apart
- Proficient use of G-Mail, Google calendar, Zoom, and their integrations
- Experience and proficient use of Canva a bonus
- Experience as an EA in a law firm or to the owner of a law firm is a bonus)
- Exceptional organisation, time management, and deadline prioritisation skills
- Reliable. Consistent. Honest.
- Trustworthiness, integrity, and discretion. You will be exposed to and need to handle sensitive or confidential information.
- Must love dogs. Golden retrievers to be precise.
A Day in the life of an ALFA EA:
- Manage complex calendars and schedules, coordinating meetings, appointments, and travel arrangements.
- Screen and prioritise incoming communications, including emails, phone calls, and correspondence, and respond on behalf of lawyers when necessary.
- Prepare and organise materials for meetings, presentations, and conferences, ensuring solicitors are well-prepared and equipped.
- Conduct research, compile data, and prepare reports as needed to support executive decision-making processes.
- Anticipate the needs of our Founder and proactively identify opportunities to streamline workflows and increase efficiency.
- Maintain confidentiality and discretion in handling sensitive information and matters.
- Serve as a liaison between solicitors and internal/external stakeholders, building and maintaining positive relationships.
- Assist with special projects and initiatives as assigned by executives, demonstrating flexibility and adaptability to changing priorities.
- Perform general administrative tasks, such as filing, copying, scanning, and organising documents.
Do you think you have what it takes?
We can’t wait to hear from you. In order to be considered for this role, we will be looking to see if your application and initial contact with us demonstrates some of the skills and attributes we will ultimately be seeking. To get you started, we will need to see a current resume/CV, at least two recent references, and a unique cover letter (or 2-minute video cover letter).
This is an exclusive opportunity, so make your application stand out! Show us who you are and what you can do. Feel free to think outside of the box. Please kindly note, only candidates shortlisted for an interview will be contacted.
