Float Personal Assistant

1 week ago

Sydney, Australia Addisons Full time

Addisons is seeking a Float Personal Assistant on a permanent full-time basis. As a Float Personal Assistant, you will be responsible for providing secretarial and administrative support to all practice areas. This includes covering annual and personal leave for the wider Personal Assistant and Reception team, as well as offering general float assistance during periods of high work volume or when specific activities or projects are in progress.The role involves providing responsive and high-quality administrative support in a dynamic environment. You will have exposure to a variety of tasks and gain knowledge about all practice areas and industries in which Addisons operate, allowing you to establish relationships with different stakeholders at all levels.

To excel in this position, adaptability, agility, openness to change, and a dedication to delivering exceptional work in a dynamic atmosphere are essential. Comprehensive training will be provided to ensure a smooth transition and enable you to become a valuable member of our small but versatile team. Due to the nature of the role, the position requires in office attendance.

If you are proactive, well-organised, and flourish in a fast-paced atmosphere, we are eager to hear from you
- Key responsibilities include:

- Deliver secretarial support when covering leaves of absence for the secretarial support team or during busy periods, handling overflow tasks for billing and major projects
- Manage diaries and schedule meetings, appointments and reservations, etc
- Answer phone calls and take messages in a professional and helpful manner
- Drafting client correspondence and document preparation such as creating, amending, tracking and comparing documents, dictation, creating flowcharts, diagrams and presentation material
- Manage monthly billing and reporting including time entry, generating client invoices and WIP/productivity/debtors reports
- Cover reception duties during breaks and leave periods
- Perform general administrative tasks such as expense reimbursement, scanning, photocopying, printing, and binding tasks
- Maintain filing systems meticulously, handling e-filing, archiving, retrieving files, and initiating new matter files
- Provide on-the-ground office support as required.
- To be considered for the role, you will have:

- Minimum 3 years legal secretary or personal assistant or similar in a corporate environment
- Certification in office administration is advantageous
- Advanced knowledge of the MS Office suite, essential in Outlook, Word, Excel and PowerPoint
- Experience using iManage preferred but not essential
- Sound knowledge of the monthly billing process in a legal environment - experience with Aderant highly regarded
- Strong organisational skills with the ability to be agile and efficient in prioritising tasks
- The ability to be proactive and take initiative
- Strong written and verbal communication skills
- The ability to comfortably work and communicate with professional at all levels
- A positive, can-do attitude and pro-active willingness to learn
- The ability to work independently yet seamlessly within a team environment.
- As a responsible employer, we are committed to taking proactive measures to ensure our employees are afforded equal access to employment, promotion and learning and development opportunities within our workplace._

**About Addisons**:
A full-service commercial law firm, Addisons is built on enduring partnerships with Australian and international clients. Many have trusted us for decades to support them with their most complex legal issues and day-to-day concerns.

Our teams are respected as astute problem solvers and tireless advocates who strive to know our clients’ business. Our bespoke solutions focus on the essentials, equipping clients to make informed decisions, strengthen business relationships and navigate legal challenges to achieve their commercial and strategic goals.

**Working at Addisons**:

- Addisons is committed to bringing out the best in our people. We invest in you to succeed through client exposure, high quality training and development and encourage open communication. Addisons attracts the very best people with outstanding levels of talent, character and work ethic. We value each other and the unique culture we have created, with an inclusive, diverse and positive work environment which includes social activities, morning teas, drinks, and casual dress every Friday.**Employer of choice**:

- We support our lawyers and staff through employee-centred programs. Addisons is recognised as a “5-Star Employer of Choice 2023 & 2024” by Australasian Lawyer, placing the firm amongst the top law firms to work for in Australia.

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