Services Executive Assistant

Gilbert Tobin; City of Melbourne; On-site; AUD 70,000 - 95,000; Full time

Benefits offered by this job

Additional annual leave

Subsidised gym membership

Exclusive discounts

Regular team gatherings

Monthly Friday drinks

Birthday celebrations

Dinners

Job summary

Gilbert + Tobin in Melbourne is seeking a full-time Services Executive Assistant to join the Services team. This dual role combines Executive Assistant duties with customer service and operational support, coordinating day-to-day operations and assisting the Services Manager.

You’ll manage diaries, handle correspondence, support front-of-house tasks, and help run meetings and firm events, ensuring high standards of presentation and client service.

Qualifications

• Experience as an assistant or administrator in a corporate environment.
• Excellent organisational and time management skills.
• Proactive, hands-on attitude and willingness to help across tasks.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and adaptability to new systems.
• High attention to detail and ability to maintain a polished environment.
• Collaborative mindset and ability to work across teams.

Responsibilities

• Provide administrative and coordination support to the Services team and act as a float EA to various practice groups.
• Manage diaries, correspondence and documentation for assigned partners or teams.
• Help manage daily office operations, including mailroom and facilities functions.
• Oversee setup and smooth running of meeting rooms and firm events.
• Assist with front-of-house duties and ensure service requests are actioned promptly.
• Support WHS initiatives, including incident reporting and safety compliance.
• Contribute to process improvements and team projects.
• Perform customer service and front-of-house tasks as part of the dual role.

Skills

Administrative experience

Organisational skills

Time management

Proactive attitude

Communication skills

MS Office

Attention to detail

Team collaboration

Customer service

Tools

Microsoft Office Suite

Job description

Job Description

About Gilbert + Tobin

G+T is built on enduring values of excellence, trust, respect, integrity and good corporate citizenship. These values have underscored our growth, enabling us to become a leading firm of over 500 lawyers, trusted by our clients to navigate today’s increasingly complex world.

About our Services team

With a presence in each office, our Services team provides professional support to internal and external clients. The team works together to ensure every client has a positive first impression that supports and enhances the Gilbert + Tobin brand.

Our Services team looks after a wide variety of areas including mailroom, print room, facilities management, front of house, meeting room and events coordination, work health and safety, and other ad hoc administrative projects.

About the role

We are seeking a full-time Services Executive Assistant to join our friendly and high-performing Services team in Melbourne. This is a great opportunity for someone with prior experience as an assistant or administrator who enjoys providing professional, proactive and hands‑on support.

This is a dual role that combines Executive Assistant responsibilities with customer service and operational support within the Services team. You will play a key role in coordinating day-to-day operations, supporting the Services Manager, and assisting with office and client-facing tasks.

While this position has a higher level of responsibility, you will also step in to perform Services Assistant duties as required – ensuring our high standards of presentation and client service are consistently maintained.

Key responsibilities

• Provide administrative and coordination support to the Services team, and act as a float EA to various practice groups
• Manage diaries, correspondence and documentation for assigned partners or teams
• Help manage daily office operations, including mailroom and facilities functions
• Oversee the setup and smooth running of meeting rooms and firm events
• Assist with front of house duties and ensure all service requests are actioned promptly
• Support WHS initiatives, including incident reporting and safety compliance
• Contribute to process improvements and team projects
• Perform customer service and front-of-house tasks as part of your dual role

About you

• Previous experience in a corporate environment as an assistant or in a similar administrative role
• Excellent organisational and time management skills
• A proactive, hands‑on attitude and willingness to help wherever needed
• Strong written and verbal communication skills with a professional, approachable manner
• Proficiency in Microsoft Office and confidence learning new systems
• A high level of attention to detail and pride in maintaining a polished environment
• A collaborative mindset and the ability to work effectively across teams

If you enjoy variety, take pride in presentation and are looking for a dual role that blends administrative support with operational responsibility, this is an excellent opportunity to grow within a leading Australian law firm.

What we will offer you

First of all, you’ll be working alongside a happy, close-knit, friendly and high‑performing team. G+T prides itself on being a great place to work.

G+T offers a friendly, flexible and professional working environment with benefits such as additional annual leave, subsidised gym membership, exclusive discounts, and regular team gatherings — including monthly Friday night drinks, birthday celebrations and dinners.

Our benefits are designed to help our employees manage their lifestyle needs and to reward them for being part of the team. From financial rewards to health and wellbeing, outstanding learning and development opportunities, flexibility and innovation – view the benefits of being part of the G+T team here:

At 101 Collins Street, you’ll also enjoy luxury end‑of‑trip facilities including bike racks, showers, towels, airing cupboards and ironing stations. Our exclusive wellness space – RISE – delivers holistic health and fitness experiences in a premium environment with group classes and more.

We are committed to providing and maintaining a diverse and inclusive environment and a culture where everyone feels valued and empowered to contribute.

We are committed to providing and maintaining a diverse and inclusive environment and a culture where everyone feels valued and empowered to contribute.