Personal Assistant (Executive & Marketing Coordination)
Posted 2 months ago
Our client is a vibrant, mid-sized Australian law firm known for its supportive and friendly culture. With a team of approximately 26 professionals, they pride themselves on being an "easy-going" and "young at heart" practice that balances high-quality legal work with a fun, diverse, and collaborative environment.
They are now seeking to hire a Personal Assistant (Executive & Marketing Coordination) to provide high-level support to the Managing Director and drive personal brand initiatives. This dual-function role is essential for streamlining executive operations and enhancing the firm's market presence through coordinated social media and business development efforts.
Job/Role Responsibilities
Executive Support and Practice Management
- Manage executive calendars, appointments, and travel arrangements
- Screen and prioritise emails, calls, and various correspondence
- Work with the Office Manager to prepare meeting agendas, notes, and follow-up actions
- Assist in the preparation of internal and external communications
- Support the Managing Director in meeting personal and professional deadlines
- Coordinate with external service providers including accountants and IT specialists
- Support HR administration tasks such as contracts and onboarding processes
Marketing and Brand Coordination
- Assist in developing and updating social media content across LinkedIn and Instagram
- Help create engaging newsletters and website content
- Maintain and update the client and referral database within the CRM
- Support relationship management and business development initiatives
- Assist in the coordination of events and sponsorships to enhance brand visibility
- Liaise with external vendors such as designers, photographers, and SEO consultants
- Ensure brand consistency across all company materials and touchpoints
- Track marketing budgets, invoices, and calendar deadlines.
Requirements
- Proven experience as an Executive Assistant or Personal Assistant
- Advanced proficiency in Microsoft Office programs
- Exceptional written and verbal communication skills
- Strong organisational skills with the ability to manage competing priorities
- A proactive and committed approach to delivering high-quality work
- Ability to build strong professional relationships and fit into a friendly team culture
Nice-to-Have Skills
- A degree or diploma in Marketing
- Prior experience working within a law firm
- Experience using Smokeball or similar legal practice management software
- Familiarity with CRM systems and social media management for professional platforms
Benefits
- Permanent work-from-home set-up
- Dayshift (Australian business hours)
- Full-time job
- HMO
- Annual leave
- 13th-month pay
- With Government Mandated Benefits
Other open roles at Virtual Staff 365(6)
At Virtual Staff 365, we help Australian businesses grow with quality offshore teams in the Philippines that feel like a natural extension of their local team. With our Melbourne-based team guiding you from day one, we make outsourcing simple, supported, and effective. Our approach is built on genuine care, clear communication, and long-term partnerships. We carefully match you with the right people, support their wellbeing, and stay closely involved to ensure everything runs smoothly. We believe when people feel valued and looked after, they show up with commitment and pride, and that’s where real results happen. For nearly a decade, we’ve helped hundreds of Australian businesses overcome rising costs and skill shortages while creating life-changing opportunities for families in the Philippines. If you’re ready to scale your business with the right people by your side, we’d love to hear from you.
Key team members
Dov Herdan
Daniel Walker
RICARDO HERRERO
Wouter van Heerden
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