Executive Legal Assistant

The Opportunity

This is an exciting opportunity for a Executive Legal Assistant to join our Sydney Casualty & Commercial team on a full-time basis. We're looking for a career-focused team member who is tech-savvy, curious about operations, enjoys problem-solving, and is motivated by the prospect of growing and building a long-term career.

The Executive Legal Assistant plays a key leadership role in ensuring the egal team functions efficiently and effectively, by working closely with the supervising Partner, the Legal Operations Manager and other Legal and Administrative Assistants across Australia to share knowledge and drive best practice

What you'd be doing in this role:

• Act as a point of coordination and leadership for the Sydney administrative team, providing day-to-day guidance, support, and delegation of tasks to ensure even workload distribution and consistent service delivery.
• Foster a collaborative, solutions-focused environment, promoting best practice and encouraging continuous improvement across the team.
• Partner with the Legal Operations Manager to identify process improvements and assist with onboarding, mentoring, and training new administrative team members.
• Complete a broad variety of administrative tasks for the Partner, including managing an active calendar of appointments, completing expense reports, composing and preparing correspondence (including confidential matters).
• Maintain a high level of awareness of matters and priorities, ensuring the Partner is well informed of upcoming commitments, responsibilities and correspondence, following up on action items.
• Manage diary scheduling, screening of phone calls, and coordination of meetings and appointments, including client meetings, inter-office sessions and teleconferences.
• Prepare, draft and amend correspondence and legal documents, including but not limited to matter specific forms, client reports, operational reports and schedules, court forms and supporting documentation for presentations, seminars and conferences.
• Coordinate and manage a broad range of operational and administrative tasks including, but not limited to: file maintenance, opening and closing matter related processes, filing, archiving, ensuring filing systems are maintained and current, compiling briefs to Counsel/medical experts, preparing draft bills for review; amending, finalising and sending bills to clients and following up overdue invoices directly with clients
• Organising travel (flights, transport, accommodation) for both internal and external stakeholders, as required.
• Liaise directly with clients, Counsel, medical staff, expert witnesses, Court staff, and internal stakeholders to manage various matter-related tasks, correspondence and activities.
• Assist with planning internal and external events, including meeting logistics, invitations, resources and catering.
• Proactively manage multiple priorities, often under tight deadlines, ensuring matters are handled expeditiously and projects are followed through to completion.
• Support internal communication, culture, and engagement initiatives within the Sydney office and across the national admin team.
• Act as a reliable and professional point of contact for the team, maintaining confidentiality and discretion at all times

What we're looking for:

• Demonstrated ability to lead, support, and delegate within a busy professional environment.
• Exceptional organisational and time management skills with strong attention to detail.
• Demonstrate a high degree of initiative, pro-activity, and problem-solving skills, with a willingness to take ownership for the completion of tasks/projects and deliver innovative solutions to improve systems and work practices.
• Demonstrate the ability to handle information with discretion and integrity.
• Anticipate the implications and consequences of situations and take appropriate action to be prepared for possible contingencies.
• Demonstrate resilience, with the ability to thrive in the context of continuous change and effectively work with challenging clients or stakeholders.
• Contribute well to the team and work collaboratively and effectively across the firm.
• Be a positive role model of the firm's values.
• Have experience in a similar administrative role or experience within a law firm environment and want to take your career further.

What's in it for you?

• Relaxed office environment where you can "dress for your day"
• Structured mentoring and career development opportunities through internal and external training
• Enjoy your birthday off with friends and family with an extra day of birthday leave per year
• Fun nights out, team bonding events, and biannual parties (EOFY & Christmas) with the celebration of moments that matter throughout the year through our Culture Committee
• Health and Wellbeing: Employee Assistance Program with 24/7 complimentary counselling, nutrition, legal and financial advice and annual flu vaccinations.
• Access to everyday discounts through our corporate discount schemes

Overview of HBA Legal

HBA Legal is a team of award-winning solicitors offering a highly competitive suite of legal and technical claims services to meet the needs of today's insurance marketplace. We have offices across the country in Perth, Sydney, Brisbane, Canberra, Melbourne and Newcastle.

We are an evolved legal services business, with a different approach to practice. Bureaucracy is long banished in favour of plain-English, responsiveness and flexibility. We apply creative thinking to bring expert solutions across legal challenges, claims, risk and business processing.

Why HBA?

We strive to create an environment where people can and do perform at their very best. They understand what we are creating, and they want to be a part of it, because they understand the difference that we make to our clients' lives. And where we succeed, we share the rewards and recognise people in ways that celebrate our achievements.

HBA is all about doing things differently. We challenge the stereotypes associated with traditional law firms in terms of our structure, management style and way of life. Creativity and innovation are at the heart of everything we do.

Learn more about life at HBA here:

Next steps

If you're interested in a career with HBA, then please apply to this vacancy via Seek or reach out to us directly at

Please know that as much as we would like to, we can't always get back to everyone. At this stage, only shortlisted candidates will be contacted.

We encourage people of all genders, Aboriginal and Torres Strait Islander people, people with disabilities and people with culturally and linguistically diverse backgrounds to apply for this role.

Please note: in order to comply with our regulatory obligations, all successful candidates must consent to HBA Legal conducting background checks (Police, Sanctions and ASIC)