About Paxon Consulting Group
Paxon is a leading advisory firm providing financial and commercial advice on projects across the Asia Pacific region and the Middle East.
We specialise in the design and delivery of innovative financial solutions for major infrastructure and real estate projects. The Paxon team provides financial and strategic advice to a range of public and private organisations. We work closely with decision makers to develop, finance and transact key infrastructure and PPP projects.
Our people are innovative, creative and experts in delivering value-enhancing advice.
About the Role
As part of our firm's continued growth, we are seeking an experienced, highly organised Executive Assistant or Legal Secretary to join our Sydney office on a full-time basis.
Reporting to the Perth-based Executive Manager, this is a key role that keeps the business running smoothly. This includes everything from coordinating schedules and travel arrangements, preparing high-level documents, job management and engagement set up, and supporting the Executive Manager and others to deliver on critical activities.
This position suits someone who thrives in a fast-paced, dynamic, professional environment; and is known for their exceptional judgement, discretion and ability to get things done calmly. It is the ideal position for someone who is ambitious, fast-learning, resilient and eager to step into a varied EA role that also provides operational and project-based business support.
While we are not a legal firm, there are strong synergies with processes and workflows; so this would be a perfect role for a Legal Secretary/EA looking for a change to a more varied, high-impact environment.
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Key Responsibilities
Executive Support
* Manage complex, multi-jurisdictional diary scheduling, travel arrangements and logistics
* Anticipates priorities, challenges and potential risks
* Serve as a polished liaison point for internal and external stakeholders
Team & Project Support
* Provide administrative support to Directors; including document preparation, proof-reading, version control and formatting of contracts, agreements, legal documents, presentations and correspondence
* Manage engagement setup processes: confidentiality deeds, conflict checks, client onboarding and compliance
* Prepare monthly invoicing, debtor correspondence and management and financial reporting and reconciliation
* Provide general office and ad-hoc project support to our wider team; alongside occasional front-of-house and reception duties.
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You'll Love This Role if You:
* Enjoy successfully managing the challenge of delivering work quickly but also 100% accurately – and you never make the same mistake twice
* Take pride in being known as the person who gets things done and makes work easier for others due to your proactive approach and exceptional organisational skills
* Are an experienced Executive / Team Assistant or Legal Secretary ready to advance their career and gain exposure to a wide range of interesting projects in addition to supporting the day-to-day requirements
* Have the confidence to ask questions, make recommendations and appropriately push back when need be
* Are known for your ability to figure things out, even if you haven't done them before
* Want to be in a trusted position where your judgement, initiative and problem-solving will be valued
* Enjoy working with exceptionally smart, driven people who maintain high standards for themselves and others, but also support each other to succeed
* Are happy to work in a beautiful modern office 5 days per week from 8am to 5pm
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About You
To be successful in this role, you will bring:
* Prior administration experience supporting high-performing executives, ideally within consulting, finance or legal services
* Proven ability to manage complex diaries and competing priorities
* Exceptional attention to detail, judgement and confidentiality
* Flawless written and verbal communication skills, particularly in preparing polished documents
* High standards of professionalism, initiative and integrity
* Strong proficiency in Microsoft Office, especially Word, PowerPoint, and Excel is critical. Xero Practice Management or other job management or billing software would be desirable.
How to Apply
If you are an experienced Legal Secretary or Assistant looking to develop your career and breadth of experience; this is an excellent opportunity to join a dynamic, fast-paced firm.
Please note: You must be an Australian citizen, hold Permanent Residency, or have full working rights with no restrictions to apply.