Executive Assistant

Minter Ellison; Sydney; On-site; AUD 70,000 - 100,000; Full time

Job summary

MinterEllison is seeking an experienced Legal Executive Assistant to join the Sydney Projects, Infrastructure and Construction team. This permanent, full-time role provides high-quality administrative support to enable a busy legal and consulting practice to operate efficiently.

You will manage diaries and emails, prepare documents, liaise with clients, handle billing and reporting, and contribute to AML and financial hygiene while delivering proactive, accurate service at senior levels.

Qualifications

• Experience in a Legal Executive Assistant role.
• High level of accuracy and attention to detail.
• Ability to work independently and communicate clearly at all levels.
• Strong MS Office skills (Word, Excel, PowerPoint, Teams).
• Commitment to high internal/external service standards.
• Proactive approach and initiative.

Responsibilities

• Proactive diary and email management.
• Document production and amendments.
• Liaising with clients and stakeholders to foster relationships; maintain client databases and contact info.
• Monthly client billing and client/matter reporting.
• Assist with financial hygiene: timesheets, debt collections, vouchers, client monies, reporting.
• Arrange general and trust account receipting and disbursing of funds.
• File management: matter opening/closing and filing (electronic and physical).
• Travel arrangements and meeting coordination.
• Understanding and applying AML procedures in day-to-day practice.
• Other general administrative tasks as required.

Skills

Prioritisation

Attention to detail

Independent work

MS Office proficiency

Service standards

Proactivity

Tools

MS Office

Job description

MinterEllison is one of Australia’s largest independent law and consulting firms. With a heritage of almost 200 years, we are known for our excellence, and our authentic and enduring relationships with our clients, our people and our communities. Clients seek out MinterEllison to help them solve complex problems every day. We do this by our full-service legal offering and complementary consulting offering.

We offer opportunities to work on industry-leading mandates for top-tier clients, while being part of a high-performing and collaborative team that values excellence, diversity of thought, curiosity, and inclusion. We value our people and empower them to achieve their ambitions - with the support, trust and autonomy to grow their careers in meaningful ways.

At MinterEllison, we're leading the way with AI and other emerging technologies, powering innovation right across our firm. You will have the opportunity to engage with AI tools we've built, and other external AI tools, to enhance efficiencies and excellence internally and with our clients.

Our Projects Infrastructure and Construction Team

The Projects Infrastructure and Construction practice group is part of the Infrastructure Construction and Property Line of Business. Our construction team provides end-to-end legal support on infrastructure projects – from project structuring and advice on procurement options, financing, tender strategy, contract documentation, and negotiation, through to contract administration, maintenance issues, and dispute resolution. We have assisted governments, consortia, financiers and subcontractors across the full spectrum of project delivery. Our construction and infrastructure team has built a market-leading reputation as key advisers on domestic and international major projects and transactions across a wide range of industry sectors.

Your role

An exciting opportunity exists for an experienced Legal Executive Assistant to join our Sydney, Projects, Infrastructure and Construction team. This is a permanent full-time position. This role is providing high quality administrative support to enable this busy team to deliver market leading legal and consulting services.

As a key addition to this team, some of your responsibilities will include

• Proactive diary and email management
• Document production and amendments
• Liaising with clients and stakeholders to foster relationships, and maintaining client databases and key contact information
• Monthly client billing and client/matter reporting
• Assist with general financial hygiene including timesheet entries/modification, debt collections, voucher requests, client monies, client reporting
• Arrange general and trust account receipting and disbursing of funds
• File management, including matter opening and closing & electronic and physical filing
• Travel arrangements and meeting coordination
• Maintaining an understanding of AML-related procedures and applying them accurately and consistently in day-to-day practice
• Other general administrative tasks and ad hoc duties as required

What you need

To be successful in this role, you will have experience in a Legal Executive Assistant role. You will also possess the following attributes:

• Excellent prioritisation and organisational skills
• High level of accuracy and attention to detail
• The ability to work independently and to communicate with clarity and confidence at all levels
• Strong understanding of MS Office applications, including Word, Excel, PowerPoint, Teams and other software
• A demonstrated commitment to high internal/external service standards
• A proactive approach and high levels of initiative

We encourage applications from people of all ages, abilities, cultural backgrounds, genders (including trans or gender diverse), LGBTQ+ people and those with carer responsibilities. We particularly encourage Aboriginal and Torres Strait Islander people to apply.