Legal Executive Assistant (Hybrid, Sydney)

About the role

Sharon AI is seeking a highly organised Legal Executive Assistant to support its Chief Legal Officer and the broader legal team. This hybrid role in Sydney combines executive assistance, legal operations, and technology management within a fast‑growing AI company.

Key responsibilities

• Provide comprehensive executive support to the Chief Legal Officer, including complex diary management, inbox triage, correspondence and meeting preparation.
• Own and administer Sharon AI's Contract Lifecycle Management (CLM) platform, handling workflow configuration, template management, e‑signature routing and user support.
• Coordinate the end‑to‑end contract process from intake through execution, filing and renewal tracking.
• Manage legal document and matter management systems, ensuring records are organised, accurate and easily accessible.
• Prepare, proofread and format legal correspondence, contracts, board papers and other documentation to a high standard.
• Support the Corporate Secretary with board and governance activities, including meeting coordination, board portal administration and document distribution.
• Coordinate outside‑counsel administration, covering legal spend tracking, e‑billing, invoice processing and matter management.
• Liaise between the legal team and internal stakeholders (Finance, People & Culture, Sales, Operations) as well as external law firms and vendors.
• Maintain legal playbooks, precedents, policy registers and intranet resources.
• Coordinate document execution, including signatories, notarisation and company seal processes.
• Assist the CLO with executive reports, presentations and board briefing materials.
• Support corporate governance activities such as ASIC filings and statutory registers.
• Manage travel, expenses and event coordination for the CLO and the wider legal team.
• Identify opportunities to improve legal operations through technology, automation, AI and process improvements.

Required profile

• Minimum 5 years experience as a Legal Executive Assistant or Legal Secretary supporting senior legal leadership.
• Proven ability to manage complex diaries, high‑volume inboxes and detailed correspondence.
• Experience administering contract lifecycle management or similar legal‑tech platforms.
• Strong understanding of corporate governance, board processes and ASIC filing requirements.
• Exceptional written communication skills and meticulous attention to detail.
• Ability to collaborate effectively with internal teams and external counsel in a fast‑growth environment.
• Proactive mindset for identifying and implementing process improvements.

Required skills

• Contract Lifecycle Management (CLM) platform administration
• E‑signature tools configuration and routing
• Legal document and matter management systems
• Legal spend tracking and e‑billing platforms
• ASIC filing and statutory register management tools