Executive Assistant and Office Manager

About the Business

PLAYFAIR is one of Australia's leading providers of migration and related legal services. Since its establishment in 1988, PLAYFAIR has delivered policy advice, professional services, and legal support across a broad spectrum of visa types to multinational and Australian corporate sponsors, high-net-worth individuals, government and non-government organisations, and humanitarian clients worldwide.

We have served applicants from over 70 countries and facilitated more than 32,000 visa applications. Since 2002, PLAYFAIR has been contracted by the Australian Commonwealth Government to provide immigration assistance to asylum seekers, refugees, and disadvantaged humanitarian applicants—both onshore and offshore.

About the Role

This is a unique and exciting opportunity to join PLAYFAIR as we embark on transformative change within the business. As Executive Assistant and Office Manager, you'll be an integral part of driving operational excellence, bringing structure, and ensuring the smooth day-to-day running of our office.

We're looking for a proactive and organised individual with a passion for people, technology, and continuous improvement. You'll work closely with a dedicated team of lawyers, registered migration agents, and professionals, contributing to a collaborative and values-driven workplace.

You'll thrive in this role if you're a self-starter with an eye for detail, strong organisational skills, and a genuine interest in people and culture.

Key Responsibilities Summary

• Manage incoming correspondence and coordinate timely responses
• Develop, implement, and maintain office systems and administrative procedures
• Supervise and support administrative staff (including those in remote locations – Vietnam, Sri Lanka).
• Facilitate onboarding and initial training for new employees
• Organise and deliver new employee induction programs
• Oversee CRM usage and compliance (including data entry, new client registration, file management, and archiving via Migration Manager)
• Streamline and improve office operations and workflows
• Maintain electronic filing systems
• Liaise with IT providers to coordinate tech requirements and resolve issues
• Organise company events, marketing activities, and external engagements
• Attend and coordinate senior management meetings (including agendas, minutes, and follow-ups)
• Support delivery of the HR calendar in partnership with the CEO and BDM
• Assist with finance administration and invoicing processes
• Coordinate business development activities, including partner engagement, travel planning, and preparation of client presentations

Executive Support

• Provide high-level administrative support to CEO, including diary management, meeting coordination, travel arrangements, and correspondence.
• Prepare, proofread, and format legal documents, client communications, and reports.
• Act as a first point of contact for internal and external stakeholders, maintaining professionalism and confidentiality.
• Coordinate firm-wide meetings, events, and presentations.
• Lead and support Office Coordinator

Human Resources (HR)

• Assist with end-to-end recruitment processes, including drafting job ads, liaising with candidates, scheduling interviews, and reference checking.
• Manage employee onboarding and induction, ensuring a smooth experience for new hires.
• Maintain accurate HR records and support compliance with workplace legislation.
• Assist with performance review cycles, employee engagement initiatives, and training coordination.
• Liaise with external HR and payroll providers as required.

Client Relationship Management (CRM)

• Oversee and maintain the Playfair's CRM system, ensuring data accuracy and completeness.
• Train staff on effective CRM use, encouraging consistent and efficient practices.
• Generate reports and analytics to support client service, business development, and decision-making.
• Collaborate with lawyers to track client workflows, deadlines, and case updates in the CRM.
• Identify opportunities to improve automation, workflows, and reporting through the CRM platform.

Ideal Candidate

Experience & Knowledge

• Minimum 3–5 years' experience as an Executive Assistant / Office Manager / Senior Administration role, ideally within professional services (legal, corporate, consulting, etc.)
• Strong organisational skills with the ability to prioritise and manage multiple deadlines
• Excellent written and verbal communication skills with a high level of attention to detail
• Discretion and professionalism in handling sensitive client and employee matters
• Advanced proficiency in Microsoft Office Suite, business administration systems and experience with legal practice management systems and CRMs (e.g., LEAP, Actionstep, Salesforce, HubSpot)
• Initiative and a solutions-oriented mindset
• Ability to build relationships and engage confidently with stakeholders
• Leadership qualities with a team-first attitude
• Attention to detail and a passion for continuous improvement
• Creativity and the confidence to suggest and implement change
• Exposure or experience with CRM platforms (Hubspot or equivalent preferred)
• Familiarity with Client Management systems (Migration Manager or equivalent preferred)
• Experience with driving and supporting HR initiatives
• Experience with social media or content management systems
• IT competency and comfort with digital tools
• Bilingual skills (English essential; Vietnamese highly regarded)

Key Skills

• This role offers the opportunity to make a tangible impact on a mission-driven organisation. You'll help shape the systems that support our people and clients, and grow within a business that values integrity, compassion, and excellence.