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Executive Assistant

1 month ago

Sydney, Australia Baker McKenzie Full time
Full management of the National Managing Partner's email, calendar, and schedule. Manage calendars and running of the Managing Partner's schedule every day. Filing and administrative duties Organise correspondence (voicemail, email, and postal mail) and relay messages promptly. Identify, open, generate, maintain, label, update and close files (including e-files), according to task and Firm requirements.  Organise couriers, conferences and functions, travel and accommodation, internal and external meetings (including room, car spaces, catering, invitations etc.). Plan, forecast, and manage budgets, expenses, billing, and reporting. Responsible for administrative and all secretarial support for the Firm's Management Committee, including preparation and distribution of relevant documentation such as meeting agendas, agenda item papers, and run sheets. Minute taking and following up action items from all Management Committee meetings and planning, monitoring and following up of all cyclical agenda items. Administration of Partner meetings. Plan, organise, and prepare quarterly all staff briefings, including liaising with Firm functions for contributions and preparing visual and presentation material for the meeting. Organise virtual meetings using video-conferencing software including Zoom and Teams. Manage ongoing and outstanding tasks for the National Managing Partner.  Create and amend documents using version control and track changes.  Work directly with internal clients, develop and maintain relationships, and assist with business development activities. Manage various ongoing projects as required. Assist with the planning and deliver of Firm events and functions. Work collaboratively with the management team, comprising the Managing Partner, Chief of Staff, and Executive Assistant to the Chief of Staff. Be a representative of the management team and the Managing Partner in all interactions with the rest of the Firm.

What we're looking for:

Previous experience in a similar role, ideally in a law firm or professional services environment supporting multiple team members. Minimum typing speed of 50 wpm (90% accuracy rate). Technical proficiency in Microsoft Outlook, Word, PowerPoint and Excel. Excellent customer service and client relationship skills. Experience in managing multiple stakeholders. Advanced computer knowledge; able to troubleshoot and resolve issues. Demonstrates technical and professional knowledge relevant to the role. Ability to take personal responsibility for tasks and anticipate the need; consistently show initiative and assist without instruction. Strong relationship management skills (locally, globally and regionally) including internal clients and external stakeholders. Strong project management skills. Proactive, dedicated and self-motivated approach. Ability to consistently produce quality work, completing all tasks to a high professional standard. Ability to keep sensitive information confidential and deal with sensitive information in an appropriate manner. Effective prioritisation and time management skills, keeping key stakeholders up to date with progress. Consistently meet deadlines; ability to work under pressure and remain focused. Understanding of the Firm's strategy and ability to contribute to the Firm's success; commercial outlook with the ability to balance business cases with financial and other impacts. Strong team player. Excellent written and verbal communication skills. Flexibility in working hours; flexible to assist with urgent work outside standard hours.

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