Practice Administrator (Legal/Executive Assistant) - Projects & Construction

Clayton Utz; Melbourne; On-site; AUD 70,000 - 95,000; Full time

Benefits offered by this job

World-class infra

AI platforms Harvey & Claude

Wellbeing initiatives

Parental leave 26 weeks

Job summary

Clayton Utz in Melbourne is seeking an experienced Practice Administrator to provide executive-level support to Steve Murray, Group Lead Partner, and a team of lawyers within the Projects & Construction practice.

You will manage complex diaries, travel, meetings, and confidential information while collaborating with a dynamic, high-performing team during a growth phase of the practice.

Qualifications

• At least 5 years in an administrative/secretarial role, ideally supporting executives.
• Experience handling confidential information with discretion.
• Exceptional organisational and calendar management skills.
• Strong multitasking and prioritisation under pressure.
• Excellent interpersonal skills and stakeholder liaison.

Responsibilities

• Provide executive-level support to the Group Lead Partner and lawyers in the Projects & Construction practice.
• Attend leadership meetings and assist in handling strategic and operational matters.
• Manage complex diaries, travel, and client/internal meetings with proactive adjustments.
• Draft correspondence and manage incoming emails and requests with minimal direction.
• Oversee billing processes, client reporting, and matter budgets with high attention to detail.
• Coordinate with high-level internal and external stakeholders and support the wider team.

Skills

Executive support

Calendar management

Stakeholder engagement

Discretion

Organisation

Multitasking

Interpersonal skills

Education

Diploma in Secretarial/Admin

Tools

Outlook

Word

Excel

PowerPoint

Aderant

Job description

Practice Administrator (Legal/Executive Assistant) - Projects & Construction

• Permanent, full-time opportunity based in Melbourne
• Provide executive-level support to Steve Murray, National Group Lead Partner of the firm's Projects practice. The Group Lead Partner is responsible for leading the strategic, operational and people priorities of the Projects group, which spans multiple practice groups and encompasses over 250 people nationally
• Collaborate with a dynamic, down-to-earth and high performing team

About the Role

Our Projects & Construction practice is seeking an accomplished Practice Administrator to join the team in Melbourne on a permanent, full-time basis. Providing valued support to Steve Murray (Group Lead Partner, Projects), as well as a team of lawyers, this role offers an experienced Practice Administrator the opportunity to make the role their own and become a vital member of a high-performing practice.

The role involves providing executive-level support to Steve in his role as Group Lead Partner, including the opportunity to attend leadership meetings and support Steve in overseeing a busy, national practice. This role will suit an experienced Practice Administrator who enjoys the full remit of the Practice Administrator role, but also has the drive and enthusiasm to work alongside the Group Lead Partner in an exciting phase of growth.

Key Responsibilities

• Provide executive-level support to Steve in his role of Group Lead Partner and high-level secretarial and administrative support to a team of lawyers within the Projects & Construction practice.
• Work closely with Steve across a variety of strategic, operational and people matters, exercising a high degree of professionalism and confidentiality when dealing with sensitive information. This includes taking notes at leadership meetings, and assembling financial data and other group information.
• Manage complex diaries, including organising frequent travel and scheduling and organising client and internal meetings, with a proactive approach to adjusting commitments as needed.
• Manage incoming correspondence, emails, and internal/external requests, while proactively drafting correspondence without direction.
• Oversee general accounts, monthly billing, client reporting, and expenses with exceptional attention to detail.
• Handle file management, including opening and closing matters, conducting conflict searches on the firm databases and managing matter budgets.
• Communicate professionally and coordinate with high-level internal and external stakeholders.
• Collaborate as part of a cohesive team of Practice Administrators, supporting the wider Projects & Construction team and assisting colleagues during busy periods.

Skills & Experience

To excel in this role, you will bring:

• Proven experience, of at least 5 years, in an administrative and/or secretarial role, ideally within a professional services or legal environment. Experience supporting executive-level stakeholders will be highly regarded, but not essential.
• Experience working with confidential matters and exercising high levels of discretion.
• Exceptional organisational skills and meticulous attention to detail.
• Strong multitasking and prioritisation abilities, particularly in high-pressure situations.
• A flexible and proactive approach, with a strong drive to contribute to the success of the business.
• Excellent interpersonal skills, with the ability to build and maintain positive relationships with colleagues and clients.
• Advanced technical proficiency in Outlook, Word, Excel, and PowerPoint.
• Proficiency in billing processes, with experience using Aderant Expert software highly desirable.
• Professionalism in communicating and organising meetings with high-level stakeholders.

Why Join Us?

This position offers a unique opportunity for an accomplished professional to elevate their career in a challenging, rewarding, and supportive environment. At Clayton Utz, we pride ourselves on fostering a collaborative and inclusive workplace where your contributions are valued. As part of our Projects & Construction practice, you'll work alongside some of the best in the industry, supporting high profile projects in a market leading practice.

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.

If you're ready to take the next step in your career and thrive in a dynamic and fast-paced environment, we'd love to hear from you.