Team Assistant, Legal- Temp position

ASX Limited; Sydney; Hybrid; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Hybrid working options

Job summary

ASX Limited in Sydney seeks an Office Administrator for the Office of General Counsel, delivering legal operations support in a 4-week temporary role. Onsite at Martin Place, five days weekly, with an ASAP start.

Responsible for diary, meeting coordination, onboarding, contracts, reporting and travel logistics, plus general admin duties. You will support Deputy General Counsels and the General Manager, Legal Operations, with a focus on efficiency, accuracy and compliance.

Qualifications

• Operational experience with legal and matter management processes and systems.
• Experience as a team administrator in the financial services or legal industry.
• Advanced proficiency in MS Word, PowerPoint, Excel and Outlook.

Responsibilities

• Provide support to two Deputy General Counsels and the General Manager, Legal Operations, including diary management and meeting coordination.
• Coordinate meetings with internal/external clients, arrange rooms, catering, IT and prepare agendas.
• Assist onboarding, contract execution support, and prepare matter reporting and analytics as requested.
• Maintain registers, process invoices, manage travel, and support document management and filing.
• Contribute to process improvements and general office administration as needed.

Skills

Attention to detail

Communication skills

Time management

Problem solving

Tools

MS Word

PowerPoint

Excel

Outlook

Job description

**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 – iManageWe 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 [e-mail] 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.