Team Assistant, Legal- Temp position

Australian Securities Exchange; Sydney; On-site; AUD 60,000 - 85,000; Full time

Job summary

Australian Securities Exchange in Sydney is seeking an Office of General Counsel Administrator for a 4-week temporary assignment with potential extension. This onsite role supports two Deputy General Counsels and a General Manager, Legal Operations, and requires strong administrative and legal operations experience.

You will manage diaries, coordinate meetings, prepare agendas, assist with onboarding, contract administration, and document management.

Qualifications

• Operational experience with legal and matter management processes and systems
• Previous experience as a team administrator in the financial services or legal industry
• Experience working at an advanced level with MS Word, PowerPoint, Excel, Outlook

Responsibilities

• Provide support to the two Deputy General Counsels and the General Manager, Legal Operations, including diary management, meeting coordination, preparation of agendas for team and other meetings as needed and other general administration.
• Meeting co-ordination and management with internal and external clients, including setting appropriate meeting dates and times, meeting invitations, room booking, catering, IT requirements, preparing agendas and papers as required.
• Identifying and participating in strategic and efficiency projects within the legal and regulatory teams
• Assist in the onboarding of new team members ensuring access to correct systems, IT set up and training
• Assist lawyers in the facilitation of contract execution with other business units
• Prepare matter reporting and analytics for Deputy General Counsels as requested
• Provide high level assistance on key strategic projects
• Offer resilience in the event of the Executive Assistant's absence
• Establishing and maintaining general systems and processes to ensure efficient workflow
• General office administration, including:
• Maintaining several excel based registers for the team such as leave, invoices, contracts and CLE/CPD points
• Processing invoices and verifying company card transactions for General Managers
• Matter file creation in document management system
• Travel arrangements for General Managers including flights, hotels and car hire
• Assist with initial IT queries e.g. document management system, Word, PowerPoint
• Assist with document creation including formatting in line with ASX brand and style guidelines
• Maintain ASX Legal Contracts Register
• Assisting in organising team functions
• Other ad-hoc tasks as required, including printing, binding and shredding
• Distribution of incoming mail
• Manage requests in relation to desk bookings for GMs and wider team
• Updating of BCP
• Assist with collation of documentation for Group General Counsel Capability Statement
• Monitoring of shared OGC Team Administration mailbox and follow up as needed
• Supporting updates to rule books as needed

Skills

Operational experience with legal and

Team administrator in financial or

MS Word, PowerPoint, Excel, Outlook

Tools

iManage

PeopleSoft

MS Office

Job description

Australian Securities Exchange – Sydney NSW

ASX: Powering Australia's financial markets

Why join the ASX?

When you join ASX, you're joining a company with a strong purpose - to power a stronger economic future by enabling a fair and dynamic marketplace for all.

In your new role, you'll be part of a leading global securities exchange with a strong brand. We are known for being a trusted market operator and an exciting data hub.

Want to know why we are a great place to work, click on the link to learn more.

www.asx.com.au/about/careers/a-great-place-to-work

We are more than a securities exchange!

The ASX team brings together talented people from a diverse range of disciplines.

We run critical market infrastructure, with 1 in 3 people employed within technology. Yet we have a unique complexity of roles across a range of disciplines such as operations, program delivery, financial products, investor engagement, risk and compliance.

We're proud to foster a workplace where diversity is celebrated and inclusion is part of our everyday culture. Our employee-led networks champion LGBTIQ+ inclusion, promote gender equality, accessibility and wellbeing, inspire giving and volunteering, and celebrate cultural and religious events, creating a sense of belonging for all. As an AWEI Bronze employer and member of the Champions of Change Coalition for gender equality, we're committed to a fair and inclusive workplace where everyone can thrive.

About the role:

Working as part of the Office of General Counsel team to provide legal operations and administrative assistance to all functions that report into the Group General Counsel. The position will start as a 4-week temporary role with a possible opportunity for extension. This is an onsite role, 5 days per week in our Martin Place office with an ASAP start available.

What you will be doing:

• Provide support to the two Deputy General Counsels and the General Manager, Legal Operations, including diary management, meeting coordination, preparation of agendas for team and other meetings as needed and other general administration.
• Meeting co-ordination and management with internal and external clients, including setting appropriate meeting dates and times, meeting invitations, room booking, catering, IT requirements, preparing agendas and papers as required.
• Identifying and participating in strategic and efficiency projects within the legal and regulatory teams
• Assist in the onboarding of new team members ensuring access to correct systems, IT set up and training
• Assist lawyers in the facilitation of contract execution with other business units
• Prepare matter reporting and analytics for Deputy General Counsels as requested
• Provide high level assistance on key strategic projects
• Offer resilience in the event of the Executive Assistant's absence
• Establishing and maintaining general systems and processes to ensure efficient workflow
• General office administration, including:

• Maintaining several excel based registers for the team such as leave, invoices, contracts and CLE/CPD points
• Processing invoices and verifying company card transactions for General Managers
• Matter file creation in document management system
• Travel arrangements for General Managers including flights, hotels and car hire
• Assist with initial IT queries e.g. document management system, Word, PowerPoint
• Assist with document creation including formatting in line with ASX brand and style guidelines
• Maintain ASX Legal Contracts Register
• Assisting in organising team functions
• Other ad-hoc tasks as required, including printing, binding and shredding
• Distribution of incoming mail
• Manage requests in relation to desk bookings for GMs and wider team
• Updating of BCP
• Assist with collation of documentation for Group General Counsel Capability Statement
• Monitoring of shared OGC Team Administration mailbox and follow up as needed
• Supporting updates to rule books as needed

What you will bring:

Must have

• Operational experience with legal and matter management processes and systems
• Previous experience as a team administrator in the financial services or legal industry
• Experience working at an advanced level with MS Word, PowerPoint, Excel, Outlook

Nice to have:

• A high level of attention to detail
• Strong communication skills
• Ability to prioritise and problem solve
• Ability to think through problems yourself and proactively engage with team members when you require assistance or further information
• Excellent time management
• Understanding of Peoplesoft (or another financial programme)
• Previous use of a document management system - iManage

We make hiring decisions based on your skills, capabilities and experience, and how you'll help us to live our values. We encourage you to apply even if you don't meet all the criteria of this role.

If you need any adjustments during the application or interview process to help you present your best self, please let us know at *******@asx.com.au.

At ASX Group, our diverse workforce is essential to build and maintain a fair and dynamic marketplace. We support flexible working and offer hybrid working options. Even if our roles are advertised as full-time, we encourage you to apply if you are interested in part-time or other flexible working arrangements.

We will arrange for successful candidates to have background checks, including reference and police checks, completed as part of the on-boarding process.

To be considered for this position, candidates must be legally authorised to work in Australia on a permanent basis without any restrictions.