Team Assistant, Legal- Temp position

ASX; Sydney; On-site; AUD 60,000 - 75,000; Full time

Benefits offered by this job

Hybrid working options

Flexible working arrangements

Job summary

ASX is seeking an Office Administrator, working with the Office of General Counsel to provide legal operations and administrative support. The role starts as a 4-week temporary assignment with possible extension and is onsite in our Sydney Martin Place office, five days a week, with ASAP start.

You will support two Deputy General Counsels and the General Manager, Legal Operations, handling scheduling, meeting coordination, onboarding, document management, and reporting.

Qualifications

• Operational experience with legal and matter management processes.
• Previous experience as a team administrator in financial services or legal industry.
• Proficiency with MS Word, PowerPoint, Excel and Outlook.

Responsibilities

• Provide support to Deputy General Counsels and the General Manager, Legal Operations, including diary management, meeting coordination, and agendas.
• Coordinate meetings with internal/external clients; arrange rooms, catering, IT and papers.
• Identify and participate in strategic projects within legal and regulatory teams.
• Assist onboarding of new team members with system access and training.
• Assist with contract execution processes across business units.
• Prepare matter reporting for Deputy General Counsels as requested.
• Support key strategic projects and office administration tasks.
• Maintain general systems and processes for efficient workflow.
• Process invoices and manage travel arrangements for GMs.
• Update and maintain the ASX Legal Contracts Register.

Tools

MS Word

PowerPoint

Excel

Outlook

PeopleSoft

iManage

Job description

ASX: Powering Australia's financial markets

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.

Why join the ASX?

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.

We are more than a securities exchange!

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

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.