Paralegal and Executive Assistant (Onsite,… at Jobs360 · Angeles…

About Shore360:

Shore360 is a 100% Australian-owned BP firm based in the Philippines, providing customized staffing and administrative support for international companies, handling recruitment, HR, IT, and office facilities so clients can focus on core business, offering transparent pricing, dedicated teams, and flexible setups.

Position Summary

• The Paralegal and EA is the Executive Assistant to the Chief of Staff, General Counsel & Company Secretary (General Counsel), a member of the Vertaview Executive team, and a paralegal to the Vertaview legal team. Around 70% of the role is executive assistance to the General Counsel, with the remaining 30% providing paralegal and company secretarial support across the legal team.
• As EA, the role keeps the General Counsel's diary, inbox and commitments organised and moving. As paralegal, it supports the General Counsel and Legal Counsel through accurate records, well-prepared documents and reliable follow-through on actions and deadlines.
• The ideal candidate holds a legal qualification or has a paralegal background, is highly organised and discreet, and is confident working with senior stakeholders. Much of the information handled in this role is legally privileged or commercially sensitive, and the successful candidate will treat it with the care that requires.

Key Responsibilities

Executive assistance to the General Counsel (approximately 70%)\

• Manage the General Counsel's calendar, including scheduling meetings, resolving conflicts and protecting time for priority work.
• Monitor and triage the General Counsel's inbox, prioritising matters by urgency and importance, drafting routine responses and redirecting enquiries to the appropriate person.
• Maintain an action and deadline tracker across the General Counsel's Chief of Staff, legal and company secretarial portfolio, and provide regular reminders of upcoming commitments.
• Support the Chief of Staff function by collating and checking Executive Board papers for completeness and formatting before review, tracking actions arising and following up with paper owners.
• Coordinate meetings on behalf of the General Counsel, including agendas, papers, virtual meeting arrangements, action items and follow-up.
• Draft, format and proofread correspondence, presentations, briefing notes and reports to a high standard and in line with Vertaview templates.
• Process expenses and invoices for the General Counsel and the legal function.
• Conduct research and prepare summaries and briefing material to support decision-making

Legal support (approximately 30%)

• Provide paralegal support to the legal team, including document preparation, formatting, bundles, chronologies and research on legal matters.
• Open, maintain and close matter files, keep the legal matter register up to date and track key dates and deadlines.
• Assist in preparing Board and Committee meeting packs for Vertaview Group entities, including agendas, compiling and distributing papers and maintaining the annual meeting calendar.
• Prepare draft circular resolutions for review by the Company Secretary, and maintain action registers arising from Board and Committee meetings.
• Maintain statutory registers, entity records, officeholder details and the corporate records repository.
• Prepare regulatory forms and lodgements (such as ASIC and ACNC) for review, and maintain a compliance calendar of key governance dates.
• Coordinate the execution of documents, including electronic signing, and maintain records of executed documents.
• Maintain the legal document management system, ensuring documents are correctly saved, named and version controlled.
• Process external legal invoices, track legal spend by matter.
• Maintain the legal team's precedent and template library.
• Handle privileged and confidential information with discretion, in line with Vertaview's privacy, confidentiality and information security requirements.

Skills & Experience

• Strong drafting, proofreading and document formatting skills.
• Experience as a paralegal and in supporting an executive/in-house legal team
• Working knowledge of company secretarial practice, corporate governance and legal documentation. Familiarity with Australian corporate and regulatory frameworks (including ASIC and ACNC requirements) is highly regarded.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams and SharePoint),document management systems and electronic signing platforms.
• Highly organised, with strong attention to detail and the ability to manage competing deadlines, prioritise work and escalate issues early.
• Proactive and able to anticipate needs, working independently with limited day-to-day supervision.
• Sound judgement and discretion when handling confidential, privileged and sensitive information.
• A collaborative approach and willingness to support all members of the legal team.

Education & Qualifications

• Bachelor of Laws (or equivalent law degree), or a recognised qualification.
• At least 3 years' experience as a paralegal or legal assistant, including administrative or executive support

Our Values

• Connect: We shape communities
• Support: We are strategic leaders
• Grow: We will create impact together

Shore Xtra Perks

• Day 1 HMO Coverage
• Fixed Weekends Off
• Unlimited Barista Coffee all shift long
• Free Parking & Shuttle
• Premium Game Lounge
• Social Passion Clubs: Photography, Dance, Fitness, Book, Music
• Engaging Monthly Events with prizes and rewards
• Referral Incentives
• Statutory Benefits: Maternity, Paternity, and Solo Parent Leaves, Magna Carta for Women, OT, and Premium Pays