Corporate Executive Assistant

Legal Contracts Administrator & Executive Assistant

Location: Philippines (Remote)

Reports to: CFO

About the Role

We’re looking for a highly organized and detail-driven Corporate Executive Assistant to own our contract management process and support executive leadership.

This role is critical to ensuring that every contract is properly captured, reviewed, approved, executed, and tracked. At the same time, you will provide structured executive support to the CEO and CFO to keep priorities moving and operations running smoothly.

If a contract exists → it is captured, summarized, approved, executed, and tracked.

If it’s not in the register → it doesn’t exist.

Key Responsibilities

1. Contract Administration (60–70%)

• Maintain a central contract register that is complete, current, and audit-ready
• Ensure all contracts are logged prior to execution
• Track key commercial terms: value, duration, renewals, pricing, and liabilities
• Monitor and escalate key dates (expiry, renewals, pricing adjustments)
• Prepare concise 1-page contract summaries (commercial and risk-focused)
• Manage approval workflows in line with Delegation of Authority (DOA)
• Coordinate contract execution (DocuSign and wet signatures)
• Enforce strict version control, naming conventions, and document storage
• Maintain and update contract templates (NDA, MSA, supplier, subcontractor)
• Support data room readiness and ensure documentation is always audit-ready

2. Legal Operations (15–20%)

• Apply internal “Golden Rules” checklist prior to contract approval
• Maintain an issues and deviations register
• Coordinate with external legal counsel (documentation, tracking, billing)
• Maintain compliance documentation (insurance, licenses, certifications)
• Support rollout and enforcement of internal policies (DOA, contract standards)

3. Executive Assistant Support (15–25%)

• Manage calendars, meetings, and travel for CEO and CFO
• Prepare executive packs, summaries, and briefing notes
• Track actions, deadlines, and follow-ups
• Draft basic communications and coordination updates
• Ensure leadership stays organized, prepared, and on schedule

Skills & Experience

Required

• 5–10 years’ experience in contract administration, legal administration, or as a paralegal
• Strong experience managing contract registers and document control systems
• Advanced proficiency in Microsoft Excel, PowerPoint, Word, SharePoint, and DocuSign
• Excellent written English with the ability to produce clear, structured summaries
• Highly detail-oriented with a strong process-driven mindset

Preferred

• Experience supporting an Australian company
• Background in construction, manufacturing, or engineering environments
• Exposure to Contract Lifecycle Management (CLM) systems
• Basic understanding of commercial contract risk and key legal terms

What Success Looks Like

You will thrive in this role if you:

• Enforce processes confidently, even with senior stakeholders
• Are highly structured, detail-oriented, and proactive
• Escalate issues early and don’t let risks sit
• Take ownership beyond administrative tasks

This role is not suited for someone who:

• Waits for instructions instead of taking initiative
• Is reactive or disorganized
• Avoids enforcing structure and accountability

Tools You’ll Use

• SharePoint (single source of truth)
• DocuSign
• Microsoft Excel, PowerPoint, Word
• Microsoft Teams