Executive Assistant & Operations Lead

We are an AI-first legal technology and managed services firm. We work with leading law firms and global enterprises across the UK Australia the Middle East and Asia helping them redesign how legal and business functions operate through technology AI and managed delivery. Our teams span Dubai Australia the UK and our delivery centre in Sri Lanka. We are growing quickly and the pace is real this role sits at the centre of how the business runs day to day.

This is not a conventional executive assistant position. It is broader and it is built for someone who wants to operate across the whole business rather than within a single function.

You will be the right hand to the CEO and the connective tissue across People & Culture Marketing and Finance. One day you may be managing the CEOs diary and travel across three time zones; the next coordinating a marketing campaign chasing a deliverable from our external accountants or helping pull together a new joiners onboarding. You will move comfortably between high-level coordination and hands-on administration and you will bring order to a fast-moving environment.

We are looking for someone who anticipates rather than waits to be asked who treats discretion as second nature and who takes genuine ownership of getting things done.

Reports to Founder & CEO: Works closely with People & Culture Marketing Finance and Revenue Operations teams.

Location: Colombo Sri Lanka hybrid (supporting the CEO across Dubai UK and Australia time zones)

Type: Full-time Employment (Permanent)

Executive support to the CEO

• Manage a complex multi-time-zone diary across Dubai the UK Australia and Sri Lanka scheduling meetings calls and travel with minimal back-and-forth
• Arrange international travel visas itineraries and expense reconciliation
• Prepare and format documents presentations and correspondence to a professional on-brand standard
• Triage the CEOs inbox and priorities surfacing what needs attention and following up actions to completion
• Act as a trusted first point of contact for internal and external stakeholders on the CEOs behalf

People & Culture (HR) administration

• Coordinate recruitment logistics scheduling interviews liaising with candidates and tracking the hiring pipeline
• Support onboarding and offboarding so new joiners and leavers have a smooth well-organised experience
• Maintain HR records documentation and trackers accurately and confidentially
• Help coordinate team events all-hands and culture initiatives across our locations

Marketing & campaign coordination

• Coordinate marketing and content campaigns end to end keeping contributors timelines and deliverables on track
• Support the scheduling and publishing cadence across LinkedIn and other channels
• Brief and manage external agencies designers and freelancers and keep turnaround on schedule
• Help organise events webinars and conference logistics including the CEOs speaking commitments

Finance & accounting coordination

• Act as the coordination point between the business and our external accounting and bookkeeping firms across jurisdictions
• Gather and organise documentation for invoicing expenses and month-end
• Track outstanding items and chase information to keep finance processes moving
• Support purchase orders supplier onboarding and basic record-keeping

Operations & general

• Keep internal trackers files and shared drives organised and current
• Coordinate across our Dubai UK Australia and Sri Lanka teams to unblock day-to-day activity
• Take on ad hoc projects as the business needs them no two weeks look the same

Essential

• Proven experience as an Executive Assistant Operations Coordinator or similar role supporting senior leadership
• Genuine breadth you have worked across or are keen to work across more than one of HR marketing and finance administration
• Strong organisation and the ability to juggle competing priorities without dropping detail
• Excellent written and verbal English with a professional polished communication style
• A high level of discretion and sound judgement handling confidential and commercially sensitive information
• Confident with core business tools (Microsoft 365 Outlook Word Excel PowerPoint) and quick to learn new systems
• Comfortable working across time zones and with international remote teams
• A proactive ownership mindset you anticipate needs and follow through

Desirable

• Experience in a professional services legal technology or consulting environment
• Familiarity with tools such as HubSpot Buffer Xero or similar CRM scheduling and accounting platforms
• Exposure to AI-assisted ways of working we are an AI-first business and you will use these tools daily
• Experience coordinating with external accountants agencies or recruiters

Who you are

• Calm under pressure and steady when priorities shift
• Detail-focused but able to see the bigger picture
• A natural coordinator who enjoys being the person who makes things happen
• Discreet trustworthy and professional in every interaction
• Curious and adaptable comfortable in a business that is growing and changing

• A genuinely broad role with real ownership and visibility at the center of the business
• A direct working relationship with the founder and senior leadership
• An AI-first environment where you will work with leading-edge tools every day
• A growing international firm with room to develop your career
• Compensation arrangements in Australian dollars (AUD) from the headquarters in Australia
• An opportunity to prove yourself in a global context
• Access to an array of large-scale ASX & NASDAQ listed client projects with the opportunity of collaborating in the data & analytics vertical
• Flexible working hours
• Hybrid work culture
• Family Medical Insurance
• Yearly performance bonus
• Career guidance with access to many professional study programs via online learning and teaching platforms
• Flat organization structure