Office Administrator / Executive Assistant
Location:Shenton Park, Western Australia
Type:Minimum of 3-5 days per week.
We are a leading boutique corporate law firm with a unique opportunity for an experienced Office Manager to join us on a full or part-time basis in Shenton Park, Western Australia.
About Us
Peloton Legal is a legal studio dedicated to delivering exceptional legal services. We are a healthy, high performing corporate law firm for clients and colleagues who value quality advice, ideas and creativity. Peloton Legal offers a distinctive blend of qualities rarely found in big firms – merging extensive expertise with the personalised touch of a boutique down to earth setting.
We advise domestic and international corporates, private equity firms and funds, publicly listed companies and high net worth individuals on a variety of corporate matters. Our lawyers bring diverse experience from leading top‐tier and international law firms and institutions.
We are a team of five people, consisting of the Managing Director (Shaun), two senior associates, one lawyer and one paralegal.
We have recently been ranked in the Top 5 Corporate M&A Law Firms in WA Business News.
Position Purpose
In this role, you will support the smooth day-to-day operation of Peloton Legal, including office administration, workflow coordination, client and billing support, CPD coordination, premises management and general practice support. You will also provide executive assistance to senior team members and help ensure internal systems, records, and processes are organised, efficient and consistently applied across the Firm.
Key Responsibilities
Office Administration: Ensure the office operates efficiently, including maintaining a professional reception area, welcoming clients and assisting with videoconferencing.
Executive Assistant to the Managing Director: Assisting our Managing Director (Shaun) with general and personal administration.
Billing and Legal Support: Assist with invoicing, working with accounting support, preparing and finalising bills, and client and cost reporting. Prepare and coordinate documents, correspondence, and communication, etc., including some direct communication with clients when organising meetings and events.
Diary and Email Management: Manage team schedules, appointments and email correspondence.
Document Formatting: Assist the team with formatting Word documents.
Client Engagement: Act as a first point of contact for clients, third party advisors and visitors.
File and Matter Management: Handle document preparation, data entry, opening and closing matter files, filing and general administrative tasks.
Team Support: Provide ad hoc support, including research, supply purchasing (stationary, equipment and food) and workflow management.
Event Coordination: Assist in planning firm events, client and networking functions and team activities.
Travel Management: Arrange domestic and international travel bookings, including flights, accommodation, car hire, conferences and itineraries.
Skills and Experience Required
3+ years' experience in an administrative or secretarial role, ideally in a professional services environment.
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams); experience with practice management or document systems (e.g. Actionstep, iManage) is advantageous.
Experience in document management and formatting, including preparing, editing, and conforming documents; managing templates; cross‐referencing; converting between formats; and handling PDF creation, printing and general document presentation.
Strong organisational skills with the ability to manage multiple priorities and deadlines.
Proactive, with the ability to take ownership of day-to-day operational tasks.
Experience in office administration, diary and workflow coordination, and general practice support.
Exposure to billing, invoicing, debtor follow‐up or finance administration.
Strong written and verbal communication skills with a professional manner.
Experience coordinating and managing meetings, suppliers, contractors and office premises.
Relevant qualifications in business administration, legal services, or similar (equivalent to Certificate III/IV or higher).
Experience supporting a partner, director or senior legal practitioner at a legal firm in an executive/personal assistance capacity.
Experience with client engagement letters and legal document administration.
Familiarity with compliance tracking (e.g. CPD, AML, practising certificates) is desirable.
Exposure to HR coordination, recruitment support or staff onboarding.
Experience monitoring compliance registers, CPD records, AML or practising certificate records.
Experience preparing internal reports and tracking operational performance information.
Attributes
Takes ownership, follows through, and delivers on what they commit to proactive, reliable and focused on getting the job done.
Honesty, high integrity, discretion and respect for confidentiality.
Calm under pressure, positive outlook, clear boundaries, and adaptable to changing priorities.
Hands‐on, adaptable and willing to contribute across all aspects of the role, from day‐to‐day office tasks to coordinating Firm initiatives.
Strong interpersonal skills, social awareness, with the ability to build effective working relationships across different team members.
Practical, solutions‐focused and comfortable balancing routine tasks with competing demands.
Positive, service‐oriented mindset with a willingness to support colleagues.
Strong judgment, with confidence to ask questions and seek clarity.
Highly organised, detail‐oriented and committed to accuracy.
Able to work independently and collaboratively in a team environment.
What We Offer
A friendly, welcoming, professional, experienced and supportive team culture.
Strong focus on wellbeing, physical and mental health. Weekly organised team gym sessions.
High quality technology and beautiful modern setting.
Phenomenal coffee.
Ample street parking with immediate access.
Opportunities for career growth and skill development in a high‐growth firm. Exposure to high profile quality clients and people.
A well‐located office in a recently renovated historic premises located on Onslow Road in Shenton Park, close to shops, amenities and parks. Access is brilliant if you need to use your car.
A competitive remuneration package reflective of your experience and expertise.
How to Apply
If you believe you are the right fit for this role, we would love to hear from you. Please submit your CV via the SEEK portal by 19 April 2026.
Background Checks and Due Diligence
As part of our standard recruitment process, we may undertake police background checks and third‐party due diligence, including reference checks. If your application progresses, we will seek to contact your nominated referees. We also require candidates to complete a brief psychometric assessment to assess suitability for the role.
Agency submissions
This vacancy is being managed directly by Peloton Legal. Should we need assistance we will contact our preferred agencies.
Peloton Legal does not accept agency submissions unless the agency is specifically contacted by a member of the Peloton Legal Team. Please do not forward candidate profiles or resumes to Peloton Legal directors, associates or other employees – this will not constitute as an introduction to the firm and Peloton Legal will not be liable for a fee.
Students
Unfortunately, we will not be open to considering law students for this particular opportunity. But keep following us – we have more opportunities coming!
As this is a permanent role, we are unable to offer visa sponsorship or sponsorship pathways. Applicants must have Australian citizenship, permanent residency or an unrestricted right to work in Australia.
Given the hours and continuity required for the role (it is not intended as a short‐term or transitional position), we are unable to consider applicants on Subclass 500 student visas.
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