Executive Assistant - Workplace

MinterEllison Group; Melbourne; On-site; AUD 70,000 - 90,000; Full time

Job summary

MinterEllison is seeking a talented legal Executive Assistant to join our Melbourne Workplace team on a full-time basis. The role provides high-quality support to a team of lawyers and requires strong organisational and communication skills.

You will manage diaries, document production, billing processes via Elite and Concur, and coordinate meetings while maintaining confidentiality and a proactive, energetic approach. This is a dynamic, high-volume environment within a leading Australian firm.

Qualifications

• 2+ years EA or legal secretarial experience.
• Excellent prioritisation and organisational skills.
• Ability to multi-task and meet deadlines.
• Strong MS Office skills including Word, Excel, PowerPoint.
• Strong client focus and relationship-building.
• Discretion handling confidential information.
• Clear, confident communication across levels.
• Proactive, energetic, and initiative.

Responsibilities

• Diary management and organisation of fee earners.
• Document production including use of precedents and new documents.
• Organising and coordinating meetings.
• Monitoring emails and taking telephone calls.
• Drafting correspondence, document preparation and amendments.
• Reconciliation of corporate AMEX expenses through Concur.
• Billing cycle management including end of month billing, time recording and reporting using Elite.
• Management of client billing protocols.
• Other adhoc duties as required.

Skills

EA experience

Legal secretarial

MS Office

Multi-tasking

Communication

Client focus

Discretion

Tools

Concur

Elite

Job description

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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.

MinterEllison's Workplace practice is one of the most respected workplace practices in Australia, with market leading practitioners and a long established client base that is second to none. The team are hard-working and passionate, with a collaborative and supportive approach.

Purpose of the Role

Our busy and successful team are looking for a talented legal Executive Assistant to join our Melbourne Workplace team on a full-time basis. The purpose of this role is to provide high quality support to a team of lawyers.

Your responsibilities will include:

• Developing productive working relationships with key contacts internally;
• Electronic and hard copy document and file management;
• Diary management and organisation of fee earners;
• Document production including use of precedents and new documents;
• Organising and coordinating meetings;
• Monitoring emails and taking telephone calls;
• Drafting correspondence, document preparation and amendments;
• Reconciliation of corporate AMEX expenses through Concur;
• High volume file management including file opening and closing, electronic and physical filing; Conducting the billing cycle, including end of month billing, time recording and reporting using Elite;
• Management of client billing protocols;
• Other adhoc duties as required

More About You

This role will suit a candidate with previous legal EA experience, ideally gained in a high volume and fast-paced environment.

In addition, you will possess the following attributes:

• 2+ years previous EA or legal secretarial experience
• Excellent prioritisation and organisational skills
• Proven ability to multi-task
• Strong understanding of MS Office applications, including Word, Excel, PowerPoint and other software
• Ability to prioritise multiple tasks and manage deadlines
• A strong client focus and demonstrated ability to form enduring relationships with peers, internal stakeholders, industry experts and clients
• An adaptable and flexible nature
• Ability to deal with confidential information in a discrete mannerHigh level of accuracy and attention to detail
• The ability to clearly and confidently communicate at all levels
• A proactive approach and high levels of initiative
• High level of energy and enthusiasm

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.

If you are currently a MinterEllison employee, please apply through the internal careers page.

If you would like further information, require any adjustments throughout the recruitment process or for a confidential discussion, please contact [e-mail].