Highly Organized and Proactive Administrative Assistant

2 weeks ago

Sydney, New South Wales, Australia beBeeAssistant Full time $60,000 - $80,000
About the Role

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive support to a Partner. This dynamic role will have you instrumental in managing their daily operations, ensuring seamless administrative flow, and contributing to their professional and personal efficiency.

Key Responsibilities:

  1. Daily Operations Management: Manage the Partner's diary, including scheduling meetings, notifying them of daily attendances, and proactively arranging appointments.
  2. Communication Triage: Efficiently handle incoming phone calls, assist with client inquiries when the Partner is unavailable, and daily review and sort their email inbox.
  3. Liaison Role: Liaise with the legal team, acting as a key point of contact with lawyers on the Partner's team regarding client matters and firm operations.
  4. Business Development Support: Assist the Partner with events, client opportunities, and other initiatives.
  5. Time Entry Management: Ensure the Partner's daily time is accurately recorded and entered into the practice management software.
  6. Document Preparation: Assist with legal documentation, helping to collate briefs for barristers and prepare court and other necessary legal documents.
  7. Data Entry: Perform data entry, accurately inputting data into CRM and document management systems.
  8. General Support: Offer comprehensive administrative and personal assistance to the Partner (e.g., dry cleaning, shopping, miscellaneous tasks).

Requirements:

  1. Administrative Experience: Relevant experience in an administrative or similar support position, preferably in the legal industry or another professional services firm.
  2. Scheduling and Coordination: Demonstrated experience in effectively managing complex schedules, triaging calls and emails, and coordinating appointments for senior professionals, ideally in a fast-paced environment.
  3. Legal Exposure: Strong preference for someone with legal exposure, supporting the preparation and creation of legal documentation.
  4. Business Acumen: Prior experience with Business Administration, Business Development, and Client Relationship Management.

What Sets You Apart:

  1. Organizational Skills: The quality of your organizational skills as an experienced EA, with rigorous diary, time, and email management.
  2. Teamwork and Collaboration: Excellent teamwork and collaboration skills, both as part of the legal and administrative teams.
  3. Time Management: Ability to prioritize tasks, meet tight deadlines, and assist the Partner of a busy law firm.
  4. Decision Making: Intuition and emotional intelligence to make good decisions and communicate effectively with all members of the firm.
  5. Relationship Building: Ability to maintain strong relationships with a fast-paced and sometimes challenging-to-access Partner.
  6. Workload Management: Minimize stressful workload of the Partner by providing efficient and preventative administrative support.
  7. Attention to Detail: High level of attention to detail.

How to Apply:

Please submit an expression of interest.

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