Practice Administrator (Legal / Executive Assistant) - Financial Services

Clayton Utz; Sydney; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Parental leave up to 26 weeks

Flexible work arrangements

Health and wellbeing initiatives

Access to AI platforms and tools

Job summary

Clayton Utz in Sydney is seeking an experienced legal secretary to join our market-leading Financial Services team as a Practice Administrator on a full-time, permanent basis. You will provide high-quality administrative and secretarial support to one partner and a small team of lawyers.

You will also work collaboratively with other PAs across the group to provide additional ad-hoc support to other partners when needed.

Qualifications

• Minimum 5 years’ experience in a legal secretarial role supporting Partners or C-level executives.
• Proactive mindset with ability to take initiative and contribute to smooth practice operations.
• Friendly, solutions-focused, team-oriented attitude and strong communication skills.

Responsibilities

• Provide high-level secretarial and administrative support to one partner and a small team of lawyers.
• Diary management, arrange client meetings and travel, manage phones, email and voicemails.
• Oversee billing processes and monthly client reporting; handle inbox management and matter filing.
• Open/close matters, conduct conflict searches, and manage practice expenses and reporting.
• Uphold quality and risk standards for the Practice and ensure compliance.

Skills

Legal secretarial experience

Diary management

Billing processes

Communication skills

Organisational skills

Team collaboration

Tools

Aderant / CMS or similar

Microsoft Office

Job description

We currently have an exciting opportunity for an experienced legal secretary to join our market-leading Financial Services team in Sydney as a Practice Administrator (PA) on a full-time, permanent basis. In this pivotal role, you will provide high quality administrative and secretarial support to one partner and a small team of lawyers. You will also work collaboratively with other PAs across the group to provide additional ad-hoc support to other partners when needed. This team is highly collaborative with other members of the broader team and with other practice groups nationally. They actively promote a warm, positive and supportive team culture that thrives on face to face and human collaboration.

Key Responsibilities

• Provide high-level secretarial and administrative support.
• Take charge of diary management, including organising client meetings and facilitating travel arrangements.
• Actively manage phones, email, electronic diaries and voicemails.
• Manage the billing process and accounts on a monthly basis, including client reporting requirements.
• Inbox management and proactively prompt authors where required.
• File and matter management, including the opening and closing of matters.
• Undertake conflict searches on the firm's database and prepare conflict emails with efficiency.
• Manage practice expenses, reporting and financial hygiene.
• Administer quality and risk responsibilities for the Practice, ensuring compliance at the highest level.

Skills & Experience

• Minimum 5 years’ experience in a legal secretarial role supporting Partners or C-level executives.
• A proactive mindset - the ability to jump in, take initiative, and actively contribute to the smooth operation of the practice.
• A positive, friendly, solutions and team-focused mindset.
• Excellent written and verbal communication skills.
• A flexible and collaborative approach to working with different stakeholders and their unique styles.
• An organised, efficient approach to administrative tasks with the ability to effectively prioritise to meet deadlines.
• Experience with billing processes, including using Aderant / CMS or similar financial software.
• Intermediate level skills with Microsoft Office (Word, Excel, PowerPoint, Outlook).

Why Join Clayton Utz?

At Clayton Utz, we’re more than just a law firm – we’re a community that values our people and their contributions. When you join us, you’ll enjoy:

• World‑class infrastructure and resources to keep your skills sharp and ahead of the curve, including leading AI platforms, Harvey and Claude.
• A focus on health and wellbeing, with initiatives to support your physical and mental health, including lifestyle and gym membership discounts via our partnership with AIA Vitality.
• Up to 26 weeks’ paid parental leave, with flexibility over two years, plus paid superannuation.
• The option to purchase up to 4 weeks of additional leave annually.

Clayton Utz is an inclusive employer that supports flexible work arrangements, please feel free to discuss your flexibility needs with the recruiter for this role.

We are committed to making reasonable adjustments to provide a positive, barrier-free recruitment process. If you require any support or reasonable adjustments to complete your application? If so, please contact the recruiter via the above telephone number or via email to [e-mail].

As Australia’s leading independent law firm, our culture has been built by innovative thinkers. They are the driving force behind our firm and if you choose to be part of the team your expectations will be challenged every step of the way. As part of this innovative team you will be working across major national, government, and global clients. All the while collaborating with some of the sharpest legal minds in the industry. Clayton Utz has also been a powerful force in Australian pro bono practice, striving to deliver justice for those who need it and not just those who can afford it. In your time here you’ll be constantly surprised by the projects you get to work on and what you can accomplish. We’re looking for individuals who will thrive under our spirit of independence. Built around independent thinkers we believe surrounding ourselves with dynamic, ambitious and collaborative individuals is key to creating an environment of success. In return we're committed to fostering a career path that's unique to each individual. Imagine what you could achieve at a top law firm that actually values independent thinking. Are you up for the challenge? We are committed to an inclusive culture in which all of our people are recognised for their unique contributions and are encouraged and supported to achieve their full potential. Learn more Pro bono is a fundamental part of Clayton Utz. Learn more The traditional legal career path is evolving. By consulting with us you can expand your experience, develop your skill set and work on a variety of assignments with top-tier organisations in a range of sectors. Learn more