Executive Assistant

Executive Assistant

We have a fantastic opportunity for an experienced Executive Assistant to join our Management team in Melbourne office.

Primary Duties and Responsibilities

Executive Support for Managing Director (MD) and Chief Operating Officer (COO)

• Diary and email management, ensuring timely scheduling and prioritisation of commitments
• Reconciliation of monthly credit cards statements and processing of expenses
• Draft correspondence, memos and internal communications
• Handle incoming and outgoing correspondence in an appropriate manner, including internal and external mail, checking emails and responding when required
• Prepare presentations and reports
• Coordinate travel and accommodation for MD, COO and Business Services as required
• Act as a liaison between MD/COO and partners, internal stakeholders and external advisors
• Provide ad hoc administration support to the broader Business Services as delegated by the Directors
• Maintains cyber security at all times. Cultivate an awareness of security risks, stay informed of latest cyber threats, instil best cybersecurity practises and take practical steps to protect the firm and client from cyberattacks
• Ad hoc duties as and when required

Board, Equity Principal and All Principal Meetings

• Organise and manage logistics for Board, Equity Principal and All Principal meetings and conferences
• Prepare and distribute meeting agendas, papers and supporting documentation
• Liaise with MD and COO to compile meeting agendas and minutes
• Attend meetings to record minutes and ensure timely follow-up on action items
• Organise Annual General Meetings and meetings of associates corporate entities
• Provide company secretarial assistance
• Support for Chair as required

Events

• Coordination of firm-wide events
• Participate in the Firm Social Committee and assist to coordinate events throughout the year
• Organise the Principal Conference
• Organise the Annual Firm End of Year Function and Business Services End of Year Function

Skills/Knowledge

• Strong attention to detail
• Excellent written and verbal communication skills
• Good numeracy skills
• Professional and articulate telephone manner
• Excellent time management and prioritisation skills
• Flexibility and adaptability to changing priorities and work demands
• Ability to work semi-autonomously
• Polished secretarial skills, including fast and accurate typing
• Excellent organisational and administrative capabilities
• Advanced proficiency in MS Word for Windows PowerPoint, Excel and internet
• Knowledge of document management systems, particularly FileSite / iManage is desirable

Experience

• Previous experience within a commercial law firm or business is essential
• 4 + years' experience in a similar position

Further Information

Any questions regarding the vacancy can be directed to Rhoda Siu on or For further information or to submit your application for this position please visit the careers page on our website. Please note any offer of employment made by Russell Kennedy Lawyers to the successful candidate will be subject to a police check. We are currently accepting applications from direct applicants only. No agency referrals will be accepted at this stage.

Our Firm and Culture

Russell Kennedy is a commercial law firm with more than 340 people in Melbourne and Sydney. We are committed to providing exceptional legal strategies and solutions to our clients, guided by market-leading expertise across our key sectors of focus.

As part of our team, you'll receive hands-on experience, quality mentoring and access to valuable learning opportunities. We encourage a professional and committed work ethic, while recognising the importance of an enjoyable working environment and balanced lifestyle. We believe we have a culture where individuals of all backgrounds and abilities feel included and confident in bringing their whole selves to work, and where your talents are fostered, empowering you to contribute to the success of the firm.

Russell Kennedy is proud to be an equal opportunity employer and is certified as a WGEA Employer of Choice for Gender Equality, as well as being certified as a gold employer in the Australian Workplace Equality Index for employers with 500 or less employees. We respect and celebrate the things that make each of us different. The firm supports and promotes a range of initiatives to create an environment that is characterised by equal access and respected participation of all groups and individuals. There is a particular focus and emphasis on gender equality, inclusion of First Nations peoples, accessibility for people with disability, LGBTIQ+ inclusion, and cultural diversity. Russell Kennedy is recognised by Australian Disability Network as a Disability Confident Recruiter employer.

Russell Kennedy is committed to attracting and retaining the best talent available. We acknowledge the importance of work-life balance, all current and prospective employees have access to flexible work options and workplace adjustments including alternate accessible formats, where required. If you require an adjustment during the recruitment process please contact Leanda Nissen on or

Russell Kennedy Lawyers acknowledges the Traditional Custodians of the lands on which we meet and work. Our offices are situated on the unceded lands of the Wurundjeri and Gadigal peoples. We pay our respects to their Elders, past and present, to their emerging leaders and to the resilience, creativity and vitality of their cultures including their laws and systems of governance.