Remote Legal Administrative Assistant — Australian Practice

Peoplegig; Manila; Remote; PHP 335,000 - 502,000; Full time

Job summary

Peoplegig is seeking a Legal Administrative Assistant to support multiple Australian lawyers from the Philippines offshore. The role emphasizes administrative tasks, diary and file management, and professional stakeholder communication in a fast-paced, deadline-driven environment.

You will work with Smokeball and other backend systems to maintain client files, coordinate court deadlines, and assist with case documentation while maintaining discretion and high accuracy.

Qualifications

• Proven experience in a legal administrative or secretarial role.
• Strong organisational skills with the ability to manage multiple priorities and strict deadlines.
• Keen attention to detail and accuracy in diary and file management.
• Strong written and verbal communication skills.
• Confidence working in a fast-paced, high-pressure environment.
• Ability to take initiative and work independently once trained.

Responsibilities

• Open and maintain client files in the firm’s legal practice management system (Smokeball), ensuring files are complete, accurate, and consistently organised.
• Prepare case agreements and manage administrative documentation.
• Manage a high volume of police-related matters, including documents, videos, relevant information, handling correspondence, and scheduling appointments for clients.
• Prepare and manage electronic folders for barristers, including creation of shared folders or secure drop boxes.
• Ensure all documentation is correctly named, filed, and easily accessible.
• Support approximately 200 clients while ensuring compliance with legal requirements.
• Manage a shared diary for multiple lawyers.
• Accurately diary all court dates, conferences, hearings, and key deadlines.
• Send timely reminders to lawyers ahead of conferences and court events to allow adequate preparation.
• Monitor upcoming deadlines and proactively flag conflicts or missing information.
• Communicate professionally with clients, police, courts, barristers, and other external stakeholders.
• Send court dates, funding reminders, and other critical updates to clients.
• Draft and send correspondence with a high level of discretion and attention to tone.
• Handle sensitive matters and client communications professionally.
• Assist lawyers with document preparation, correspondence, and matter coordination.
• Support improvements to administrative processes and workflows where appropriate.
• Work efficiently in back-end systems to maximise workflow and software utility.

Skills

Legal admin

Organisational skills

Attention to detail

Written & verbal communication

Independence after training

Initiative

Tools

Smokeball

Job description

Peoplegig is seeking a Legal Administrative Assistant to support multiple Australian lawyers from the Philippines offshore. The role emphasizes administrative tasks, diary and file management, and professional stakeholder communication in a fast-paced, deadline-driven environment.

You will work with Smokeball and other backend systems to maintain client files, coordinate court deadlines, and assist with case documentation while maintaining discretion and high accuracy.