Practice Administrator (Legal Secretary) – Projects, Melbourne

Clayton Utz; Melbourne; Sur place; AUD 70 000 - 110 000; Plein temps

Avantages offerts par ce poste

Résumé du poste

Clayton Utz in Melbourne is seeking a skilled Practice Administrator to support two Partners in the Projects practice on a permanent, full-time basis. You will manage calendars, correspondence, client meetings, and matter setup, while collaborating with lawyers.

This role requires excellent organisation, discretion and proactivity, with experience in billing and using Aderant. You’ll contribute to a high-performing team and help deliver outstanding client service across major projects.

Qualifications

• Proven experience in an administrative and/or secretarial role within professional services or legal environment.
• Excellent organisational skills and meticulous attention to detail.
• Strong multitasking and prioritisation abilities, especially in high-pressure situations.
• Flexible and proactive mindset with a drive to support business success.
• Excellent interpersonal skills for relationships with colleagues and clients.
• Advanced proficiency in Outlook, Word, Excel and PowerPoint.
• Billing experience with Aderant Expert software highly desirable.
• Professionalism in coordinating meetings with high-level stakeholders.

Responsabilités

• Provide high-level secretarial and administrative support to two Partners and their teams within the Projects practice.
• Manage multiple diaries, schedule client meetings, and adjust commitments as needed.
• Handle incoming correspondence and proactively draft correspondence without direction.
• Oversee general accounts, monthly billing, client reporting, and expenses with accuracy.
• Manage file operations, opening/closing matters, conflicts checks, and emails.
• Prepare client Work Orders and review third-party invoices for matter budgets.
• Collaborate with the Practice Administrator group to support the wider Projects team.
• Coordinate with internal and external stakeholders professionally.

Connaissances

Administrative experience

Organisational skills

Multitasking

Proactive approach

Interpersonal skills

Outlook

Word

Excel

PowerPoint

Billing experience

Aderant Expert

Outils

Aderant Expert

Outlook

Word

Excel

PowerPoint

Description du poste

Join a top-tier Australian law firm Permanent, full-time opportunity based in Melbourne Provide high-level support to two Partners and their teams within our Projects practice Collaborate with a dynamic and impactful team.

About the Role

Our Projects practice is seeking an accomplished Practice Administrator to join the team in Melbourne on a permanent, full-time basis. Providing valued support to two Partners, as well as their 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.

Key Responsibilities

• Provide high-level secretarial and administrative support to the Partners and their teams within the Projects practice.
• Manage multiple diaries, including scheduling and organising client 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 firm databases and preparing conflict emails.
• Proactively managing matter budgets, including reviewing third-party invoices and preparing client Work Orders.
• Collaborate as part of a cohesive team of Practice Administrators, supporting the wider Projects team and assisting colleagues during busy periods.
• Communicate professionally and coordinate with high-level internal and external stakeholders.

Skills & Experience

• Proven experience in an administrative and/or secretarial role, ideally within a professional services or legal environment.
• 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 practice, you’ll work alongside some of the best in the industry, supporting impactful projects and making a meaningful difference. 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.

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.

Accessibility and Inclusion: We are committed to making reasonable adjustments to provide a positive, barrier-free recruitment process. Do you require any support or reasonable adjustments to complete your application? If so, please contact the recruiter 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?

Pro bono is a fundamental part of Clayton Utz. 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.