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.