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.

Oon & Bazul advises clients globally on doing business in Asia. The firm and our lawyers have been constantly recognised in reputable legal publications including Chambers Global & Asia Pacific, Legal 500 Asia Pacific and Asian Legal Business, among others. Our lawyers are known for their ability to deliver high quality work as well as their commitment to helping clients achieve success. Clients have praised us for being a "good firm with good expertise" and have highlighted our "pragmatism and responsiveness".

As a people organisation, we strive to provide a dynamic and intellectually stimulating environment for our people, challenging them to achieve their fullest potential professionally and personally. We reward our people well and invest in those who deserve it. As an ambitious firm with a blue print in place for growth, we are on the constant lookout for top talent with a long-term view of retention and career advancement.