Summary of Essential Duties and Responsibilities
Reporting to the Regional Director of Operations and following prescribed Office and Firm procedures, this role is tasked with providing high-quality administrative support to their designated fee earners. This role will support Partners and Associates across a range of practices and these areas may change from time to time to support the needs of the Firm.
Key Duties and Responsibilities
* Handling phone enquiries; Client liaison; Diary and email management
* Assisting with monthly bills, including corrections to rates and client details, and preparing invoice cover letters
* Incoming and outgoing mail
* Maintenance of matter files, including opening and closing new matters and undertaking conflicts checks
* Maintaining client contacts
* Creating, editing and managing documents (including document compare and track changes)
* Assisting with note taking during client calls and writing up file notes
* Entering time records
* Arranging travel bookings
* Preparation of court documents and briefs to counsel when required
* General administrative duties, including copying, scanning and faxing
* E-filing, hard copy filing and loose-leaf filing
* Assisting with reception cover and general office duties from time to time
* Cover for other Legal Support Specialists (Legal Secretaries) in the Melbourne office as required (e.g., sick and annual leave cover)
Required Qualifications
* Minimum of three years' relevant private practice legal secretarial experience (in litigation would be advantageous)
* Advanced Microsoft Office and typing skills
* Flexibility to work reasonable overtime as required
* Professional presentation
* Advanced organizational skills
* Ability to prioritize effectively to manage a busy workload and meet deadlines
* Excellent verbal and written communication
* Strong attention to detail
* Ability to work effectively both independently and as part of a team
* Well-honed client‐service skills with an ability to anticipate team member and client needs
* Ability to establish effective working relationships with a wide range of internal staff members
* An enthusiastic, pragmatic and proactive approach
* Demonstrated initiative and a willingness to assist beyond the immediate role
* Adaptable to change
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