Executive Assistant/IT Administrator

Norton Rose Fulbright LLP; City of Melbourne; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Hybrid work options

Career progression

Job summary

Norton Rose Fulbright Australia is seeking an enthusiastic and collaborative Executive Assistant/IT Administrator to support the national IT Transformation team. This role will provide high-quality and proactive executive and administrative support to the Director IT Transformation and the Australian IT Leadership Team.

The role supports the effective operation of the leadership team through diary and meeting coordination, communications, document preparation, action tracking, travel

Qualifications

• EA or IT admin experience in a legal, large corporate or professional services firm.
• Experience managing complex diaries, meetings and travel across time zones.
• Experience processing invoices and purchase orders and maintaining financial records.
• Excellent organizational and time-management skills with ability to meet deadlines.
• High attention to detail and discretion when handling confidential information.

Responsibilities

• Provide proactive day-to-day executive assistance to the Director of IT Transformation and to the Australian IT Leadership Team.
• Manage complex diaries, schedule and prioritise meetings, resolve conflicts and coordinate across time zones.
• Coordinate meeting logistics, invitations, rooms, virtual links, technology, catering and visitors.
• Prepare agendas, briefing packs and leadership materials in line with firm style requirements.
• Coordinate IT leadership meetings, governance forums, workshops and planning sessions with schedules and action registers.
• Receive and process IT invoices with complete documentation.
• Support onboarding and offboarding administration for IT staff, contractors and vendors.

Skills

Diary management

Executive support

IT administration

Invoices & budgeting

Microsoft 365

Outlook

Excel

PowerPoint

Teams

Stakeholder mgmt

Tools

Microsoft 365 Suite

Job description

Norton Rose Fulbright is a global legal practice. We provide the world's pre-eminent corporations and financial institutions with a full business law service. We have more than 3800 lawyers based in over 50 cities across Europe, the United States, Canada, Latin America, Asia, Australia, Africa, the Middle East and Central Asia.

The role

We currently have an opportunity for an enthusiastic and collaborative Executive Assistant/IT Administrator to support our national Information Technology team. This role will provide high-quality and proactive executive and administrative support to the Director IT Transformation and the Australian IT Leadership Team. The role supports the effective operation of the leadership team through diary and meeting coordination, communications, document preparation, action tracking, travel arrangements and general administration. The IT Administrator is also responsible for the accurate and timely administration of IT invoices and related financial records. The responsibilities are as follows:

Responsibilities

• Provide proactive day-to-day executive assistance to the Director of Information Technology Transformation and administrative support to the Australian IT Leadership Team.
• Manage complex diaries, schedule and prioritise meetings, resolve conflicts and coordinate appointments across Australian, regional and global time zones.
• Coordinate meeting logistics, including invitations, rooms, virtual meeting links, technology requirements, catering and visitor arrangements.
• Prepare agendas, briefing packs, presentations, routine correspondence and other leadership materials in accordance with the firm’s style requirements.
• Coordinate regular IT leadership meetings, governance forums, workshops and planning sessions, including schedules, materials and action registers.
• Receive, review, register and process IT invoices in a timely manner, ensuring required information and supporting documentation are complete.
• Support onboarding and offboarding administration for IT employees, contractors and vendors, coordinating with relevant internal teams

What you'll need:

Previous EA or IT administration experience within a legal, large corporate or professional services firm environment is essential, along with the ability to collaborate as part of a team, confidently manage changing priorities, interact effectively with clients and internal stakeholders, and be willing to assist the wider team as required. You will also be able to demonstrate:

• Experience providing administrative support to senior leaders and managing complex diaries, meetings, travel and competing priorities.
• Experience processing invoices and purchase orders and maintaining accurate financial or budget records.
• Excellent organisational and time-management skills, with the ability to anticipate requirements, work under pressure and meet deadlines.
• High level of attention to detail and accuracy, particularly when handling financial information, meeting materials and written communications.
• Strong written and verbal communication skills and the ability to communicate professionally with senior leaders, colleagues, vendors and other stakeholders.
• Demonstrated judgement, discretion and integrity when handling confidential or commercially sensitive information.
• Highly effective team player who maintains an enthusiastic, positive, proactive and service-oriented approach.
• Ability to work independently, clarify instructions when required and take ownership of tasks through to completion.
• Working knowledge of Microsoft 365, including advanced Outlook and Word skills and intermediate Excel, PowerPoint and Teams skills.

Why Norton Rose Fulbright?

At Norton Rose Fulbright, our support professionals are highly valued and integral to the overall success of the firm. The national team are committed to continuous improvement and connect through monthly newsletters, as well as tailored learning and development sessions to equip them with the tools they need for to establish a meaningful and rewarding career. By investing in our support professionals, we have been able to support their career advancement within the firm, as opportunities arise.

Norton Rose Fulbright values diversity and strives to create an inclusive environment. We are proud that Norton Rose Fulbright in Australia has been recognised as an Employer of Choice for Gender Equality by the Workplace Gender Equality Agency (WGEA) as well as a gold tier employer for LGBTI Inclusion through the Australian Workplace Equality Index. In 2025 we were re-accredited as a Family Inclusive Workplace and always encourage people to discuss flexible and hybrid work options with us.

We encourage Aboriginal and Torres Strait Islander candidates to apply.