Executive Assistant

Executive Assistant

**Slater and Gordon Lawyers** are a leading personal injury and class actions law firm where every member of our team has a shared passion for our clients: we are people caring for people.

Our commitment to our people includes offering genuine work-life balance, with a hybrid work environment allowing them to split their time between home and the office. We recognise and reward high performance and have outstanding employee benefits including a week of shutdown leave, paid parental leave, extra-long service leave, together with various ongoing learning and professional development opportunities.

**What are we looking for?**

An exciting and unique opportunity is now available for an Executive Assistant to join our Melbourne office. Reporting to a down to earth Senior Executive Assistant, this role provides administrative support to the CEO’s office (including General Counsel & Company Secretary), to enable effective leadership and operational excellence across our business. Operating in a fast-paced environment, it requires strong foresight, critical thinking, and a proactive approach to problem-solving—always with professionalism, discretion and of utmost importance, is confidentiality. Success in this role hinges on exceptional communication, organisational skills, operational excellence, and the ability to build trusted relationships across a broad range of stakeholders.

This is a full time, permanent role and flexible work arrangements will be considered. Your energy and drive will be integral in achieving successful outcomes along with your positive approach to your work. This role would ideally suit someone who is keen to continue developing their career and skill base in the Executive Assistant space.

Some of the key responsibilities will include:

- Extensive calendar management, ensuring optimal use of time and carefully considered scheduling
- Coordinate meetings and appointments, including room bookings and technology setup.
- Support the Senior EA with scheduling leadership and Board meetings (ie: catering arrangements, meeting room preparations set up and clearing, arranging IT support as needed)
- Act as a point of contact for internal stakeholders when engaging with the CEO’s office
- Provide timely updates to the senior EA on changes, issues, or requests from across the organisation
- Assist in tracking executive actions or follow-ups when delegated
- Support task delegation and tracking from the senior EA, ensuring delivery within deadlines
- Continuously identify opportunities to improve administrative processes and communication flows
- Assist with planning major organisational events, such as conferences and executive offsites
- Foster a collaborative and responsive working relationship with other key stakeholders
- Assist Senior EA with ad hoc requests and other administrative tasks when required
- Handle sensitive information with utmost confidentiality and exercise sound judgment in decision-making
- Arrange travel bookings in line with priority meetings and adhering to approved policies
- Track and process travel-related documentation and approvals
- Prepare and reconcile expense claims following pre-defined processes and guidelines
- Assist with powerpoint and word formatting, and prepare meeting packs as required
- Attending to regulatory filings and communications with regulatory bodies as directed
- Take minutes for internal meetings or action-oriented sessions when requested
- Organise and maintain confidential files and records, ensuring easy accessibility and information security

**What will you bring?**

The following skills and experience will ensure your success in this position, some of which will include:

- Tertiary qualifications in business administration, communications or related field (highly desirable)
- Proven experience in an administrative or executive support capacity
- Exceptional verbal and written communication skills; ability to draft clear, concise, and professional documents.

- Highly organised with strong attention to detail and excellent time management skills, ability to identify and prioritise calendar activities.

- Experience with travel booking system and expense management

- Proactive and collaborative mindset with the ability to anticipate needs and solve problems independently.

- Discretion and integrity in handling confidential information.

- Diplomatic and professional, ability to represent the CEO / Company Secretary with confidence and discretion.

- Strong interpersonal skills and the ability to work collaboratively across all levels of the organisation.

- Proficiency in Microsoft Office Suite and familiarity with calendar management tools.

- Ability to work as a team player, manage multiple competing priorities, be approachable and remain calm under pressure.

**What next?**

**Acknowledgement of Country**Slater and Gordon acknowledges the Traditional Custodians of country throughout Australia and their conn