Executive Assistant & Accounts Clerk

Better Lawyers Group; Toowoomba Regional; On-site; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Two paid mental health days

Two barista coffees daily

Reset Room access

Stadium seats access

Professional development opportunities

Networking & events

Discounted mobile plans

Estate planning documents for staff

Community volunteering time

Social club & team events

Job summary

Better Lawyers Group seeks a proactive Accounts Clerk and Executive Assistant to support Managing Director, Peta Gray, at our Toowoomba office. The role blends executive support with daily accounting tasks, and offers variety across admin, finance, operations and marketing.

You will handle accounts payable/receivable, assist with client matters, prepare documents, and coordinate meeting materials. Prior experience in a professional office and Xero is valued.

Qualifications

• Experience with accounts payable, accounts receivable and general bookkeeping administration.
• Experience using Xero or similar accounting software.
• Strong administrative and organisational skills.
• Professional office environment experience.
• Attention to detail and ability to juggle priorities.
• Confident communication with clients, suppliers and professionals.
• Initiative to foresee needs and act.
• Discretion with confidential information.
• Comfort with multiple tasks across admin, financial, operations and marketing.

Responsibilities

• Provide high-level day-to-day support to the Managing Director.
• Manage appointments and competing priorities for Peta Gray.
• Attend to accounts payable and receivable; process invoices and receipts.
• Liaise with accountants, banks and external providers.
• Prepare client Costs Agreements and initial file documentation.
• Assist with legal file work and general administration.
• Prepare meeting materials and agendas for meetings.
• Produce reports as directed; support external board commitments.
• Assist with marketing activities and with Operations Manager on ad-hoc projects.
• Coordinate meetings, lunches and other requirements for Peta.

Skills

Accounts payable

Accounts receivable

General bookkeeping

Xero experience

Administrative skills

Organisational skills

Professional office experience

Attention to detail

Prioritisation

Client & supplier communication

Initiative & problem solving

Tech adaptability

Team collaboration

Tools

Xero

Job description

The Better Lawyers Group offers a home for innovative law firms and lawyers who strive to push beyond outdated practices and redefine what’s possible in the legal profession. By drawing on the shared expertise and resources of the members of the Better Lawyers Group, our firms provide a consistently excellent (‘better’, if you will) experience for clients, across all legal disciplines.

Founded by award-winning business lawyer, Peta Gray, in July 2024, the firms within the Better Lawyers Group all share the same ethos of striving for continuous improvement and a shared passion for redefining what’s possible in the legal profession throughout Australia. Better Lawyers Group is committed to making a positive impact on both client and staff experiences, championing modern, innovative practices, and fostering an outcome-focussed culture amongst staff.

There are two Foundation Firms currently operating under the Better Lawyers Group - Enterprise Legal and Donaldson Law:

Enterprise Legal was co-founded in 2017 by current owner and Managing Director, Peta Gray. In a local market saturated by traditional law firms, Peta felt like the majority of lawyers were simply ‘going through the motions’ and doing things ‘the way that they had always been done’ for no other reason than simply that. She felt that clients, especially those located outside of the capital cities, deserved better from their lawyers and she set about starting Enterprise Legal with the audacious goal of ‘doing the law better’. From its inception, Enterprise Legal has offered specialised Business, Property and Disputes legal services of the highest quality, with a focus on delivering practical and commercially‑savvy outcome for it clients. Enterprise Legal is celebrating it's tenth year of providing exceptional legal services this year!

Donaldson Law is Australia’s leading trauma‑informed boutique personal injuries law firm, specialising in historic child abuse claims, elite athlete claims and ADF claims. Established by award‑winning lawyer, Adair Donaldson, Donaldson Law has set the gold‑standard in providing trauma‑informed legal services to some of Australia’s most‑vulnerable people since commencing operation in 2016. Donaldson Law understands that clients who have suffered trauma need more than just a day in Court and a financial settlement; they need an outcome that is meaningful to them. Donaldson Law was acquired by the Better Lawyers Group as a founding brand in July 2024.

The Role

We are looking for a full‑time Accounts Clerk and Executive Assistant to our Managing Director, Peta Gray, based in our new office in Toowoomba.

This isn't a traditional Executive Assistant role where your day revolves solely around managing a diary and answering emails.

We are looking for someone who can become Peta's right‑hand person, while also being responsible for the Firm's day‑to‑day accounts requirements. We are looking for someone who knows what is happening, anticipates what might be needed next, reads the room and recognises when there is an opportunity to help the business thrive.

Some days you'll be assisting with appointments, others you'll be preparing documents, helping with a client matter, pulling together a report, arranging lunch, assisting with marketing or dealing with something completely unexpected that has landed on the desk that morning.

That's exactly what makes the role interesting. No two days will be the same.

Initially, the role will involve working closely with Peta and our Operations Manager, Adrianna, but as you develop an understanding of the businesses and the way Peta works, there will be significant opportunity for autonomy. We want someone who can eventually confidently communicate, coordinate and action routine matters on Peta's behalf.

This is a role for someone who genuinely enjoys being the person behind the scenes making things happen.

We aren't looking for someone who needs every task assigned to them. Over time, we want you to know the business and Peta well enough to spot something that needs attentionand think, “I've got that.”

What You'll Be Doing

The role crosses executive support, accounts, legal administration, operations, marketing and general business management.

Your day-to-day responsibilities will include:

• providing high-level day-to-day support to the Managing Director;
• managing Peta's appointments, commitments and competing priorities;
• attending to accounts payable and receivable, including processing and paying invoices, receipting client payments and maintaining accurate financial records;
• working within Xero and liaising with our accountants, banks and other external providers as required;
• preparing client Costs Agreements and initial file documentation for Peta's new matters;
• assisting with legal file work;
• preparing agendas, information and supporting material for Meetings;
• undertaking reporting as directed by Peta;
• assisting Peta with administration associated with her external board and committee commitments, including preparing meeting materials;
• assisting with marketing activities and initiatives;
• assisting the Operations Manager with ad-hoc projects and delegated tasks;
• coordinating appointments, meetings, lunches and other requirements for Peta; and
• generally seeing what needs to be done and getting it done.

We aren't looking for someone who needs every task assigned to them. Over time, we want you to know the business and Peta well enough to spot something that needs attentionand think, “I've got that.”

About You

We aren't necessarily looking for someone who has spent the last ten years with “Executive Assistant” or "Accounts Clerk" in their job title.

We are much more interested in finding someone who has worked in busy professional office environments and has proven themselves to be an exceptionally capable support person.

You will ideally have:

• previous experience with accounts payable, accounts receivable and general bookkeeping administration;
• experience using Xero or similar accounting software;
• strong administrative and organisational skills;
• previous experience working within a professional office environment;
• exceptional attention to detail;
• the ability to juggle competing priorities without losing track of the small things;
• confidence communicating with clients, suppliers and other professionals;
• initiative and the ability to recognise what needs to happen next, including the ability to work out 'what would Peta do?';
• sound judgement and discretion when dealing with confidential information;
• confidence using technology and learning new systems; and
• a willingness to jump between executive, administrative, financial, operational and occasionally very random tasks as the day requires.

Experience within a law firm or legal environment would certainly be advantageous, particularly given some of the research and file-based work involved, but it is not essential.

Not Your Traditional Law Firm

We recently moved into our completely renovated, purpose-designed Better Lawyers Group office in the Toowoomba CBD.

When designing the new office, we made a deliberate decision. We wanted to create an office for our staff, not simply an impressive space for our clients.

We spend a significant portion of our lives at work. We believe the environment you spend that time in should help you feel comfortable, work efficiently, collaborate easily and look after your wellbeing, so that you can come to work, do great work and still have something left in the tank when you go home.

That philosophy influenced almost every decision we made during the fit-out.

Our new office includes purpose-designed ergonomic workstations, dedicated internal collaboration and breakout spaces separate from client meeting rooms, and a large fully‑equipped staff lunchroom designed so that our entire team can actually sit down and enjoy lunch together.

There is also a dedicated Reset Room – a quiet space equipped with mindfulness and stretching equipment and its own water feature, where staff are encouraged to take 15 minutes during the day when they need to step away, reset and recharge.

Calming surround sound runs throughout the office during the day, and our commercial-grade coffee machine keeps the team supplied with barista‑made coffees twice a day.

It is warm, welcoming and intentionally very different from the stereotypical law firm filled with dusty bookshelves and closed doors.

We invested heavily in the space because we believe staff wellbeing, productivity and great work are connected.

The Perks

In addition to working in one of Toowoomba's newest office environments, BLG team members receive:

• two paid mental health days each year (in addition to normal leave entitlements);
• two barista‑made coffees every workday – because good coffee shouldn't be left to chance;
• access to our dedicated Reset Room and staff wellness facilities;
• access to the BLG Suncorp Stadium Members Seats for a minimum of two games per year;
• complimentary internal and external professional development opportunities;
• opportunities to attend industry, business and community events and build your own professional network;
• access to discounted mobile phone and internet plans for you and your family;
• complimentary estate planning documents (Will and EPOA) for yourself and discounted services for immediate family members;
• paid time off to fulfil relevant community commitments, such as roles on local Boards, Associations, Clubs and P&Cs;
• membership to the Firm Social Club and regular team social events;
• genuine opportunities to develop your career as the Group continues to grow;
• the opportunity to work across two very different and highly regarded legal brands;
• a team who genuinely like working together and support each other; and
• the opportunity to be part of a Group actively trying to improve the legal industry – for both its clients and its people.

Sounds Like You?

This role will suit someone who gets genuine satisfaction from being organised, useful and trusted.

Someone who likes knowing what's happening.

Someone who notices the thing everyone else has missed.

Someone who doesn't mind switching from Xero, to a client document, to organising a lunch, to solving an unexpected problem – sometimes all before midday.

Most importantly, someone who wants to become a trusted right-hand person rather than simply work through a task list.

If that sounds like you, we'd love to hear from you.