Executive Secretary (Fixed Term)

Wotton Kearney; Auckland; Hybrid; NZD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive salary

Collaborative culture

Wellbeing initiatives

Staff recognition awards

Social events

Referral programme

Job summary

Wotton Kearney in Auckland is seeking an experienced Executive Secretary to join us on a fixed term parental leave cover until October 2027. You will provide executive support to a team of lawyers, predominantly in-office, with the option to nominate one work-from-home day under our FLEX Policy.

With 3+ years’ legal secretarial experience, you will manage documents, calendars, billing-related admin and travel arrangements, helping the team stay organised in a fast-paced environment.

Qualifications

• 3+ years’ experience in a legal secretarial role.
• Insurance litigation experience is advantageous.
• Excellent organisational and time-management skills.
• Proactive team player with multitasking ability.

Responsibilities

• Prepare, format and manage legal documents, correspondence and court materials to a high standard.
• Support matter and file management, including opening/closing files and diary dates.
• Provide diary, email and day-to-day administrative support to fee earners.
• Handle billing processes, client reports and top-up of financial administration.
• Coordinate travel, accommodation, meetings and events.
• Collaborate with wider support teams across offices.

Skills

Legal secretarial experience

Multitasking

Relationship management

Time management

Tools

Microsoft Office

Job description

About the role

Our Auckland office is looking for an experienced Executive Secretary to join the team on a fixed term (parental leave cover) until October 2027. You'll ideally have at least 3 years’ prior experience in a legal secretarial role (insurance litigation would be advantageous). You'll provide executive support to a team of lawyers, so the ideal candidate must be a proactive team player who is great at multitasking.

This is a full-time role, with the hours of 8.30am to 5.00pm. The role is predominantly an in-office role, however the successful candidate has the opportunity to nominate a work from home day under our FLEX Policy.

This is a fantastic opportunity for an exceptional executive secretary who thrives in a fast-paced environment and takes pride in delivering outstanding support.

In this role, you'll:

• Prepare, format and manage legal documents, correspondence, court materials, bundles, e-bundles and other client-facing materials to a high standard
• Support matter and file management, including opening and closing files, diarising key dates, managing court deadlines and keeping client and matter information accurate in our systems
• Provide diary, email and day-to-day administrative support to fee earners, helping them stay organised and responsive to client needs
• Take an active role in a billing-heavy practice, including billing processes, client reports, bordereaux, credit card reconciliations and other financial administration, with an understanding of reserves, excesses and insurer requirements
• Coordinate travel, accommodation, meeting rooms and team logistics, including support for functions and events where required
• Work closely with the wider support team across Wellington, Christchurch and Nelson
• Help maintain WK's client service standards by ensuring communications, processes and administrative support are accurate, timely and fit for purpose

What you bring

• Intermediate to senior-level experience as a Legal Secretary or in a similar administrative support role, ideally within insurance, litigation or a professional services environment
• Strong relationship management skills, with the ability to build positive working relationships across teams, offices and stakeholders
• Advanced skills in Microsoft Office and confidence working across legal systems, databases and other technology
• Excellent organisational and time-management skills, with the ability to prioritise effectively and keep work moving in a busy practice
• Ability to work under pressure and to tight deadlines, including court, reporting, client service standard and billing deadlines
• Confidence with legal billing processes and systems, including an understanding of reserves, excesses, client reporting and insurer billing requirements
• High attention to detail and the ability to produce accurate, quality work
• A proactive, solutions-focused approach, using initiative and sound judgement to problem solve
• A collaborative team mindset, great attitude and work ethic, with the ability to work autonomously when needed

About Us

We're not your typical law firm. We are forward-thinking pioneers, creative strategists, and genuine professionals reshaping insurance law. We thrive on collaboration, bold ideas, and unwavering support.

Founded in 2002 by David Kearney and Phillip Wotton, we began as a small Sydney practice with two partners, four lawyers, and big aspirations. Today, we are a team of over 900 professionals, including 100+ partners, across 13 offices in Australia, New Zealand, Singapore, and Thailand.

Our New Zealand team spans Auckland, Wellington, Christchurch, Tauranga and Nelson.

We are the trusted firm for many local, global, and London Market insurers, brokers, and corporates - particularly on complex matters involving:

• financial lines (D&O, regulatory investigations, professional indemnity)
• complex property, energy, and infrastructure claim
• general liability, including product, property damage, and public liability

We also have specialist teams in cyber, privacy and technology, government, healthcare, marine and transport, workplace and safety, and commercial litigation.

What We Offer

• Competitive salary package
• An inclusive, collaborative culture
• Access to wellbeing initiatives
• Monthly staff recognition awards
• Fantastic and regular social events throughout the year
• Generous employee referral programme