Guest Services & Office Support Specialist

White & Case Llp; Sydney; On-site; AUD 80,000 - 95,000; Full time

Benefits offered by this job

Competitive base salaries

Bonus incentives

Hybrid work model

Job summary

Herbert Smith Freehills Kramer in Sydney is seeking an Administrative Assistant to support a portfolio of senior leaders within a global law firm. You will coordinate calendars, arrange travel, process expenses and PO/invoice tracking, and assist with onboarding and events in a fast-paced shared‑services environment.

The role requires 3–5 years’ experience, strong MS 365 skills, exceptional organisation and communication, and a proactive, customer‑focused approach.

Qualifications

• 3-5 years’ experience as an Administrative Assistant within a corporate environment.
• Advanced skills in Microsoft Office; Outlook and established applications.
• Ability to work with multiple leaders in a shared-services environment.
• Strong calendar, travel and expense management capabilities.
• Excellent written and verbal communication with stakeholders.

Responsibilities

• Coordinating calendars, meetings, and scheduling across multiple senior leaders.
• Managing travel arrangements, approvals, accommodations, and transport.
• Processing expenses, purchase orders, and invoice tracking.
• Supporting team events, leadership offsites, and town halls.
• Assisting with onboarding activities, including equipment orders and new starter coordination.
• Providing onsite support for visitors, meetings, and catering arrangements.
• Reception relief and office coverage.

Skills

Administrative support

Organisational skills

Attention to detail

Communication skills

Calendar management

Travel booking

Expense management

Event coordination

Purchase orders

Microsoft 365

Education

Office / Business Administration

Tools

Workday

Outlook

Job description

Ready to take your career global?

Make your mark at one of the biggest names in payments. We’re looking for an Administrative Assistant to join our ever‑evolving People & Culture team and help us unleash the potential of every business.

About the Opportunity

We're looking for a highly organised and proactive Administrative Assistant to support a portfolio of senior leaders in a shared‑services environment. Supporting approximately 15 leaders, you'll play a key role in keeping day‑to‑day operations running smoothly through effective coordination, organisation, and administrative support.

This is a great opportunity for someone who thrives in a fast‑paced environment, enjoys managing competing priorities, and takes pride in delivering exceptional service.

Salary

The annual salary range for this position is AUD $80,000 to 95,000 plus superannuation

What You'll Own

• Coordinating calendars, meetings, and scheduling across multiple senior leaders.
• Managing travel arrangements, approvals, accommodations, and transport.
• Processing expenses, purchase orders, and invoice tracking in line with company policies.
• Supporting team events, leadership offsites, and town halls when required.
• Assisting with onboarding activities, including equipment orders and new starter coordination.
• Providing onsite support for visitors, meetings, and catering arrangements.

What You'll Bring

• Experience in an administrative, team assistant, coordinator, or business support role.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Exceptional attention to detail and accuracy.
• Excellent communication and stakeholder management skills.
• A proactive, reliable, and customer‑focused approach.
• Confidence working with calendars, travel booking systems, and expense management tools.
• Experience supporting multiple leaders in a shared‑services environment.
• Event coordination or offsite planning experience.
• Experience with purchase orders, invoice management, or onboarding activities.
• Exposure to large or global organisations.
• Proficiency across Microsoft 365, including Outlook, Teams, and SharePoint.

About the team

Our inclusive and global teams win together every day. We’re proud to have the best minds in the industry, who you can learn from as you grow your career. The people, the energy, the connections – it’s unmatched. Come and be part of an ever‑evolving company and get dynamic opportunities that go beyond borders.

What makes a Globalpayer?

Globalpayers think like a client, act like an owner and win as one team. We’re curious and innovative – always finding better ways to deliver impact. We empower each other to make decisions, and it’s our passion that drives excellence in everything we set out to do.

Does this sound like you? Then you sound like a Globalpayer. Apply now to take your career global.

In this role you will be expected to provide administrative assistance for the business and be willing to go above and beyond daily. You will take ownership of delegated tasks and ensure they are completed in a timely and orderly manner, to a high standard. You will have high attention to detail and a can do, proactive attitude.

Responsibilities

The duties initially assigned include, but are not limited to:

• Reception relief (cover for lunch, breaks and Friday afternoon from 3pm)
• Assistance organising and preparing for internal staff events
• Daily Staff Movements
• Co‑ordination of meetings, conference calls and video conferences with both internal & external stakeholders
• Preparing documents/presentations – formatting, printing, binding as needed
• Assistance with monthly Amex reconciliation

Other shared responsibilities (with Admin Team)

• Responding to requests via team inbox
• Co‑ordination of travel – Domestic
• ASG Team support and role coverage

Job Summary

In this role you will be expected to provide administrative assistance for the business and be willing to go above and beyond daily. You will take ownership of delegated tasks and ensure they are completed in a timely and orderly manner, to a high standard. You will have high attention to detail and a can do, proactive attitude.

Experience and Qualifications

• 3-5 years’ experience as an Administrative Assistant within a corporate environment
• Qualifications in Office / Business Administration desirable
• Ability to work in a team environment
• Advanced skills in Microsoft Office; Outlook and established applications
• Advanced skills in Microsoft 365 and Workday would be desirable

InterSystems, a creative data technology provider, delivers a unified foundation for next‑generation applications for healthcare, finance, manufacturing, and supply chain customers in more than 80 countries.

InterSystems may use AI tools for its internal operations including administrative tasks during recruitment (e.g., organising candidate information). InterSystems’ approach to AI is guided by the InterSystems Responsible AI Guidelines . AI is not used to make or influence hiring decisions. All decisions are made by InterSystems employees.

Candidates may use AI for CV or interview preparation, provided materials are truthful and reflect their own experience. AI tools and third‑party transcription services must not be used during interviews or assessments.

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.

Herbert Smith Freehills Kramer is a world‑leading global law firm, where our ambition is to help you achieve your goals.

We back our colleagues and their loved ones with benefits and programs that support their holistic well‑being. That means we prioritize their physical, financial, and mental health through each stage of life. Benefits include:

• Support for financial‑well‑being and retirement
• Comprehensive medical, dental, vision, life insurance, and disability benefits (depending on location)
• Flexible working model with hybrid, onsite or virtual arrangements depending on role and business need
• Generous paid parental leave policies (depending on your location)
• Free access to global on‑site wellness centres staffed with nurses and doctors (depending on location)
• Free and confidential counselling support through our Healthy Minds program
• Career development and training opportunities

Herbert Smith Freehills Kramer: Your goals. Our ambition

We’re looking for an Administrative Assistant to join our Sydney office in our Disputes practice group. This role is offered as an 18‑month maximum term contract.

Working closely with Legal Assistants and junior solicitors in the practice, you will be supported to develop your administration skills and propel your professional services career within a global top‑tier law environment.

Skills & experience:

• Previous experience in an administration role or a supervisory role within customer service.
• A can‑do‑attitude and passion for working collaboratively.
• Sound knowledge of the Microsoft Office suite (Outlook, Word, Excel and PowerPoint).
• Strong time management and organisational skills with proven ability to prioritise your time across several busy tasks.
• Well‑developed written and verbal communication skills with a demonstrated ability to build effective relationships with stakeholders.
• A reliable and committed approach to your role.
• Is curious about new tech and open to learning, even better if you’re excited about AI!

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.

Working Pattern

Full time

Location

Sydney

Contract type

Maximum Term Contract

Diversity & Inclusion

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.

Compensations and benefits for this role include:

• Competitive base salaries
• Bonus incentives
• Support for financial‑well‑being and retirement
• Comprehensive medical, dental, vision, life insurance, and disability benefits (depending on location)
• Flexible working model with hybrid, onsite or virtual arrangements depending on role and business need
• Generous paid parental leave policies (depending on your location)
• Free access to global on‑site wellness centres staffed with nurses and doctors (depending on location)
• Free and confidential counselling support through our Healthy Minds program
• Career development and training opportunities