Executive Assistant to Director, Legal Regulation

2 months ago

Sydney, Australia The Law Society of NSW Full time

We are currently looking for a full time permanent Executive Assistant to join the Legal Regulation team.

About Us

The Law Society of NSW is Australia's largest and most influential membership association for solicitors. We're not all lawyers, but we work together to support the legal profession and ensure a just society for all.

About the team

The Legal Regulation Department supports the Law Society in its regulatory functions, including the preliminary assessment and investigation of complaints made about solicitors, compliance with disclosure and licensing requirements. In addition to its investigatory role, the Department conducts litigation in the NSW Civil and Administrative Tribunal and Supreme Court. The Department also provides services and assistance to members by providing guidance on ethical, costs and regulatory issues and it has an educational role.

About the role

The Executive Assistant to Director, Legal Regulation, will provide efficient and responsive administrative, organisational, and logistical service to the Director, Legal Regulation (DLR), effectively running the DLR’s Office along with helping the DLR to manage and prioritise her time. You will work closely with the Executive Assistant to the President and the Executive Assistant to the CEO, as well as the Legal Administration team within the Legal Regulation Department.

What you'll be doing

  • Coordinate extensive diary management efficiently and effectively and produce a daily folder with appointments and necessary paperwork.
  • Facilitate the flow of materials received on behalf of the DLR and distribute and action or follow up as required. This includes but is not limited to filtering and maintaining emails, highlighting urgent correspondence and printing attachments.
  • Coordinate the DLR’s professional activities, including but not limited to weekly reports/emails to staff; reports for Council; numerous DLR presentations and other speeches.
  • Working with the Legal Administration team to support the office of the DLR and the Legal Regulation Department (LRD).
  • Deliver accurate and timely reports and documentation to the DLR, Council and Society staff as required.
  • Filter general information, queries, phone calls and invitations to the DLR by redirecting or taking forward such contact as appropriate.
  • Coordinate the DLR’s professional activities, including but not limited to the DLR’s reports to Council and Executive, presentations, speeches, and DLR’s message for the Annual Report.
  • Oversee and coordinate bookings, venue set up and catering requirements for all events related to the DLR.
  • Take meeting minutes on a regular basis, providing executive summaries where required.
  • Make travel arrangements for the DLR and/or Council members and management, including organising of domestic and international conferences.
  • Liaise with internal and external stakeholders, including Law Society staff, Councillors, Government Departments and the judiciary.
  • Action invoicing and reimbursements in an efficient and professional manner.
  • Provide services in line with the DLR’s work habits and preferences overall, and undertake projects as requested from time to time.

About you

  • Demonstrated experience in an Executive Assistant/PA role supporting a Senior Executive in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts (preferably in a legal or corporate environment).
  • Advanced Microsoft Office skills (preferably Office 2010).
  • Advanced Microsoft Outlook skills.
  • Fast and accurate typing speed.
  • Proven administrative experience.
  • Capacity to work in a small but busy team.
  • Ability to plan, manage, prioritise and organise self and others to ensure the timely completion of tasks.
  • Ability to meet strict deadlines.
  • Able to produce accurate work with attention to detail and an ability to identify errors or missed items to be addressed.
  • Ability to juggle a variety of tasks at any one time and work efficiently.
  • Ability to work independently and be self-motivated.
  • Able to deal with difficult or persistent callers in a professional and helpful manner
  • Able to represent the DLR (and the Law Society) in a calm and professional manner.
  • Diplomatic, well presented, well organised, reliable, accurate with a mature attitude.
  • Flexible and adaptable to a changing environment.
  • Able to effectively deal with confidential information.

To apply

The Law Society of New South Wales is committed to building and maintaining a respectful and inclusive workplace, appointing the best person for the role and supporting diversity.

Applications should contain a CV and cover letter that outlines your key experience and motivations for this role.

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