Administration Assistant

POSITION OVERVIEW:

The Administrative Assistant in Shared Services provides high-quality, flexible administrative support across various legal practice groups within the firm. This role is designed to support peak workloads, cover staff absences, and assist with special projects as needed. The ideal candidate will be proactive, adaptable, and detail oriented, with the confidence to work across different teams, manage competing priorities and with at least 1+ years of legal administration experience.

KEY RESPONSIBILITIES:

Secretarial & Administrative Support

• Provide comprehensive administrative support to legal teams, including document preparation and file management
• Draft, format, and proofread legal correspondence, documents, and court forms
• Open and close legal files in accordance with firm policies
• Maintain electronic and physical filing systems ensuring accuracy and compliance
• Assist with inbox management, phone call screening, and follow-up actions

Cross-Team Flexibility

• Work across different practice areas including, but not limited to, the Property, Commercial Litigation and Insurance teams and provide administrative functions and support wherever needed
• Fill in for secretaries and administrative staff during periods of leave, high workload, or special assignments
• Quickly adapt to the work styles and needs of various fee earners and teams

Billing Support

• Assist fee earners with accurate and timely billing
• Generate monthly billing in line with client and firm requirements
• Monitor WIP and reports as directed

Project & Operational Support

• Manage incoming and outgoing mail, file archiving, and deliveries.
• Provide relief reception cover as required, ensuring professional and courteous service.
• Provide administrative support for firm events, marketing activities, or internal projects as directed
• Support the Administrative Assistant Manager with firm-wide tasks and improvement initiatives

SKILLS & EXPERIENCE:

Essential

• Previous experience in an administrative support role within a professional services or legal environment
• Excellent communication and interpersonal abilities.
• High level of flexibility and willingness to assist across multiple practice areas
• Strong time management, multitasking, and organisational skills
• Proficiency in Microsoft Office Suite and document management systems
• Excellent written and verbal communication skills
• High attention to detail and accuracy
• Ability to maintain confidentiality and manage sensitive information professionally
• Strong client service ethic and a proactive, can-do attitude
• Australian work rights are required for this position and sponsorship is available

Desirable

• At least 1+ years of legal administration experience
• Exposure to litigation, commercial law, or other relevant practice areas
• Familiarity with legal billing processes and terminology
• Experience supporting multiple stakeholders with competing demands
• Experience using iManage and / or Aderant programs highly desirable

KEY COMPETENCIES:

• Ability to use initiative
• Excellent organisational and time management skills
• Good oral and written communication skills
• High attention to detail
• Interpersonal skills
• Reliability

KEY INTERNAL RELATIONSHIPS:

• Reports directly to the Administrative Assistant Manager / P&C Advisor
• Works closely with all departmental teams, HR and IT.

Why join Hunt & Hunt?

We genuinely value our people. We want you to feel welcomed when you walk through the front door.  We offer flexible work practices with a focus on a true work-life balance. We offer a market-competitive remuneration package. We care about your future and invest in our people by providing hands-on training and internal development. 

At Hunt & Hunt, we are proud of the diverse perspectives, backgrounds and experiences that shape our culture and our people. We value and support inclusion across gender and gender identity, sexual orientation, age, disability, cultural heritage, First Nations identity, and family or caring responsibilities.

If you require adjustments to participate fully in our recruitment process, please let us know by contacting Aboriginal and Torres Strait Islander peoples are encouraged to apply for this job.

We welcome interest from candidates of all backgrounds and experiences. Even if your professional path doesn't exactly match the criteria, we encourage you to get in touch — the right opportunity at Hunt & Hunt may be just around the corner.

How to apply

To apply, please submit click quick apply and submit your CV.