Executive Assistant

  • Executive Assistant - Permanent
  • Sydney CBD - Top Tier Law Firm
  • $110,000 Package

Our client is top tier general law firm helping businesses solve legal problems across borders and various practice areas. This role sits in the Professional and Business Services function in the areas of Administration, Operations and Risk.  You will provide executive support to the Managing Partner and the broader Management team; delivering timely, efficient and high quality administrative, secretarial and department specific services.

Main responsibilities:
  • Full management of Managing Partner's outlook, ensuring emails are actioned appropriately
  • Manage the Managing Partners calendar, schedule and diary, including schedules of visiting VIPs, and travel bookings
  • Process expense claims and cheque requisitions
  • Plan, forecast, and manage the Investments Project budget; expense and billing management, financial reporting, budget forecasting and monitoring
  • Assist in preparing and distributing relevant documentation to Management Committee prior to critical dates, including initial drafting of Agendas, Agenda Item Papers, and Run Sheets (e.g. meetings, etc.)
  • Minute taking for Management Committee meetings
  • Administration of Partner meetings, including collecting and collating proxies, drafting resolutions, preparing minutes, and assisting with the conduct of Partner vote
  • Plan, organize, and prepare quarterly staff briefings, including liasing with company departments for contributions
  • Diarise and track local, regional, and global processes and timelines to anticipate workflow
  • Create and amend typed documents such as letters, emails, memos, contracts, agreements, presentations and pitch documents, using version control and track changes
  • Create and coordinate schedules and meetings for visiting VIPs, including all room and office bookings
  • Work directly with internal clients, develop and maintain relationships, and assist with business development activities
  • Manage various ongoing projects as required
  • Identify, open, generate, maintain, label, update and close files (including e-files), according to task and the Firm’s requirements
  • Organize virtual meetings using software such as BlueJeans, Skype, and Zoom
  • Assist with events and social functions for the Managing Partner

Technical skills, qualifications and experience:
  • Previous experience in a similar role, ideally in a law firm or professional services environment supporting multiple team members
  • Minimum typing speed of 50 wpm (90% accuracy rate)
  • Technical proficiency in Microsoft Outlook, Word, PowerPoint and Excel
  • Excellent customer service and client relationship skills
  • Experience in managing multiple stakeholders
  • Advanced computer knowledge; able to troubleshoot and resolve issues
  • Ability to take personal responsibility for tasks and anticipate the needs of the Managing Partner; consistently show initiative and assist Managers without instruction
  • Strong project management skills
  • Proactive, dedicated and self-motivated approach
  • Ability to keep highly sensitive information confidential and deal with sensitive information in an appropriate manner
  • Consistently meet deadlines; ability to work under pressure and remain focused
  • Strong team player - lead by example and contribute to the effective functioning of the team; willing to assist team members even when busy
  • Excellent written and verbal communication skills; ability to present information concisely and professionally
  • Flexibility in working hours; flexible to assist with urgent work outside standard hours

This is a highly sought after role that won't be vacant for long! Don't miss your chance to work with a premier global brand, consolidating and growing your experience within the Professional Services sector.  Apply now or call Monique Marten for more information 0412612871