Personal Assistant/Legal Assistant

3 days ago

Melbourne, Victoria, Australia Coote Family Lawyers Full time $60,000 - $90,000 per year

Company Description

Coote Family Lawyers is a prestigious and highly regarded law firm specialising in Family and Divorce Law.

We're known for our supportive culture and strong team of professionals who genuinely care about the work we do. Our firm handles a wide range of family law, conveyancing and wills and estate matters.

With five Accredited Specialists in Family Law and one in Wills and Estates, we offer an exceptional environment for learning and growth. Our team of over 50 staff work collaboratively to deliver outstanding service to our clients, and we're proud of the reputation we've built along the way.

We are seeking an experienced Personal Assistant/Legal Assistant to provide high-level support to our Family Law solicitors. This is a varied and rewarding role offering the opportunity to be part of a client-focused, compassionate, and highly organised team.

This is a permanent administrative role suited to someone who enjoys working behind the scenes to support legal professionals and clients with compassion, discretion and efficiency. It is not intended as a stepping stone into a legal practitioner role, and therefore may not suit current law students or law graduates seeking a pathway to a solicitor position.

If you're looking to join a well-established, respected firm where your contribution is valued and your career can thrive, we'd love to hear from you.

Role Description

As a Personal Assistant/Legal Assistant you'll provide high level support to solicitors in the Family Law team. This role is integral to the smooth operation of legal files and client service, requiring strong organisational skills and the ability to manage sensitive matters with confidentiality, empathy, and professionalism.

Key responsibilities include:

  • Provide legal and administrative support, including managing incoming correspondence, solicitor diaries, and client appointments
  • Prepare, format, and process legal documents (e.g. court documents, briefs to counsel)
  • File documents with the relevant courts, probate offices, and regulatory bodies
  • Maintain accurate client records and legal files (electronic and hard copy)
  • Act as a key contact for clients, handling enquiries and providing updates on matter progress
  • Liaise with courts, barristers, mediators, and external stakeholders
  • Ensure documents are properly saved, named, and accessible in the document management system
  • Support court filings and ensure compliance with relevant procedures and timelines
  • Assist with billing, timekeeping, and trust account processes

Ideally, you will bring to the role:

  • Minimum 2 years' experience in a legal or professional services environment
  • Fast and accurate typing (70+ wpm)
  • Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint)
  • Exceptional attention to detail and strong organisational skills
  • Excellent written and verbal communication skills
  • Experience in diary management, document preparation and client file handling
  • Professional, empathetic, and confident manner—especially when dealing with sensitive matters

Desirable:

  • Certificate III or IV in Legal Services or Business Administration (Legal)
  • Experience using legal practice management software (e.g. Affinity, LEAP)
  • Familiarity with court procedures and terminology
  • Understanding of billing procedures and trust accounting
  • If you love working in a fast-paced environment, using your initiative and working autonomously, and are looking to join a firm that boasts a friendly and supportive culture with a fantastic team environment, this is the job for you.

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