Legal Executive Assistant

About Sharon AI

Sharon AI is a leading company delivering the infrastructure essential for the next wave of artificial intelligence technologies. We operate across AI infrastructure, high-performance computing, cloud platforms, and large-scale technology ecosystems to provide secure, scalable, and commercially viable infrastructure solutions supporting advanced AI workloads globally.

Role Overview

We are seeking an experienced Legal Executive Assistant to deliver high-level administrative support to the Chief Legal Officer (CLO) and broader Legal team. This critical position blends executive assistance, legal operations management, and technological expertise to ensure smooth functioning of the legal department. You will manage executive priorities, oversee the legal technology stack, coordinate contract workflows, and assist with corporate governance matters. You will collaborate closely with the CLO, in-house legal team, and external law firms to facilitate efficient operations in our fast-paced, high-growth AI enterprise.

Key Responsibilities

• Provide comprehensive support to the CLO, managing complex schedules, email oversight, and meeting preparations.
• Administer the company’s Contract Lifecycle Management (CLM) platform, handling workflow setups, template curation, e-signature processes, and user assistance.
• Oversee all stages of contract management from initiation to execution, filing, and renewal monitoring.
• Maintain legal document and matter management systems to ensure accuracy, organization, and accessibility.
• Prepare, proofread, and format legal correspondence, contracts, board materials, and other documents with a high standard of quality.
• Assist the Corporate Secretary in coordinating board meetings, managing governance documentation, and administering board portals.
• Manage relationships and administration with external counsel, including tracking legal expenses, processing invoices, and handling matter management.
• Serve as a vital communication link between Legal and internal teams such as Finance, HR, Sales, and Operations, as well as with external law firms and vendors.
• Keep legal playbooks, precedent documents, policy registers, and intranet resources current.
• Coordinate execution of legal documents, including managing signatories, notarizations, and company seal usage where necessary.
• Support the CLO with executive reports, presentations, and board briefing documentation.
• Handle corporate governance tasks including ASIC filings and maintenance of statutory registers.
• Manage travel arrangements, expense reports, and event planning for the CLO and Legal team.
• Identify and drive improvements in legal operations through technology adoption, automation, AI tools, and process enhancements.

Candidate Profile and Qualifications

• Minimum 5 years’ experience as a Legal Executive Assistant, Legal Secretary, or Executive Assistant supporting senior legal executives.
• Background supporting General Counsel, Chief Legal Officers, or in-house legal teams.
• Proficient in managing legal technology platforms, especially CLM systems, e-signature tools, and document management software.
• Highly organized, capable of juggling multiple demands in a dynamic environment.
• Excellent skills in legal document formatting, proofreading, and written communication.
• Advanced proficiency in Microsoft 365 applications including Outlook, Word, PowerPoint, and Excel.
• Strong stakeholder management abilities with confidence in collaborating with executives, board members, and external counsel.
• Committed to confidentiality and professionalism with sensitive and commercially significant information.
• Proactive problem-solver with a passion for continuous improvements.
• Comfortable with learning and applying new technologies, including AI, to enhance work processes.

Desirable Attributes

• Experience in technology sectors such as AI, cloud infrastructure, or data centers.
• Exposure to fast-paced, high-growth, or scale-up organizations.
• Familiarity with corporate governance, ASIC filings, and company secretarial duties.
• Hands-on experience with board portal software like Diligent or BoardEffect.
• Knowledge of legal e-billing and spend management solutions.
• Understanding of privacy, data protection, or AI governance frameworks.
• Possession of a Justice of the Peace (JP) qualification is a plus.

Why Join Sharon AI?

This role presents an exciting opportunity to contribute to one of Australia’s fastest growing AI infrastructure companies. You will work alongside senior leaders shaping the legal function during a period of rapid growth, engaging with cutting-edge legal technologies and AI-powered systems. With a collaborative leadership team and a culture emphasizing integrity, innovation, collaboration, wellbeing, and inclusion, you will play a pivotal role in evolving legal operations to meet future challenges successfully.