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Personal Assistant - Commercial Litigation

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Firm Overview

This is a Melbourne based business law firm which was established in 1971. Their main practice areas are corporate and commercial law, franchising, construction, intellectual property, commercial property, tax, commercial litigation, insolvency and reconstruction and workplace relations. They are committed to their reputation as a professional, productive and innovative commercially based legal practice.

Position Objective

The main responsibility of the Litigation PA role is to provide high level PA/Administrative support to allocated fee earners and any other fee earners as directed and required by the Firm.

Key Relationships

Internal:
Fee Earners and Support Staff / Immediate team (other depts.)
External: Clients (via telephone, email etc.), Barristers, Other professional as required (such as external witnesses or cost consultants)

Key Responsibilities and Duties

In providing overall support to allocated operators, the accountabilities of this role include, but are not limited to (and may be varied):

  • Preparing documents: handle correspondence; draft court documents, draft and type letters, emails, faxes, cover sheets, notes, documents (including PowerPoint presentations) and annexure accurately; track changes in documents; prepare outgoing mail for delivery; liaise with mailroom to arrange special delivery requirements.
  • Telephone calls: answer telephone calls in a professional and friendly manner, record accurate and complete messages, answer all enquiries where possible or transfer/ escalate where and when necessary, screen calls and exercise judgement and outcome focussed approach in determining requirements of such, answer unattended phones in group, if required.
  • Client contact: liaise with clients on operator's behalf, if required, maintain a professional and friendly relationship with the client, build basic knowledge of client businesses, demonstrate good knowledge of client files and matters.
  • Internal liaison: liaise with other departments to achieve outputs (e.g. registration, accounts, reception, mailroom) work within a team environment, coach or train new staff in office procedures as requested, effectively delegate work as necessary, assist co-workers as needed.
  • Practice management: open and close files as needed, accurately and regularly post timesheets, assist in preparation of bills, maintain filing system (hardcopy and electronic), maintain diary, confirm appointments and organise meetings, handle correspondence, prioritise tasks and meet deadlines, demonstrate high level of organisation.

    Experience

    This role requires the incumbent to work at a senior level and have a minimum of 5 years' experience in a similar role and working for multiple fee earners. Experience working in a similar working environment within Litigation departments.