Description
Why Baker McKenzie?
At Baker McKenzie, we are different in the way we think, work and behave. The first local, truly global law firm in Australia, we commenced operations in Sydney in 1964, in Melbourne in 1982 and in Brisbane in 2014. Our lawyers work seamlessly with our global colleagues, collectively providing a capacity of more than 13,000 people, including over 6,500 lawyers who work alongside our clients to drive growth that is both sustainable and inclusive.
Baker McKenzie Australia offers you access to complex, market leading matters working with some of the world's best legal minds - people who know the law and who understand business. We have an unrivalled ability to provide training and secondment opportunities across our global network, working for the world's leading brands.
About the Team
Our market-leading Employment Practice is a dynamic and essential part of our Australian operations. At Baker McKenzie, we assist many of Australia’s top 200 employers and numerous Fortune 500 companies with employment law and strategic industrial relations advice. Our dedicated team provides comprehensive guidance on all aspects of Australian employment and industrial relations law, offering practical and commercial legal advice, training, and development to help clients thrive in the Australian market.
Our collaborative and hard-working Melbourne team is led by three Partners and comprises subject matter experts who work with multinational businesses to manage all of their employment needs. From day-to-day human resources requirements to critical global business change projects, they advise across the full spectrum of human resources issues, including executive and staff contracts, remuneration, policies and procedures, performance management, unlawful discrimination and bullying, disciplinary and termination issues, redundancy and restructuring, and work health and safety.
About the Role
A rare opportunity exists within our Melbourne Employment team for a full-time Secretary. In this role, you will provide timely, efficient, and high quality secretarial and administrative support across a variety of duties to assist two fantastic Employment Partners and their team of Lawyers. This is an exciting chance to be part of a growing practice and contribute to its success alongside two driven Partners.
Key Duties of the role include but are not limited to:
- Answering the phone: Screening calls, resolving simple queries, taking and relaying messages promptly, and redirecting queries when necessary.
- Creating and amending documents: Typing letters, emails, memos, contracts, agreements, presentations, and pitch documents, using version control and track changes.
- Managing billing processes: Handling monthly billing and specific client invoicing requirements, drafting and circulating invoices, distributing invoices to clients, and managing weekly, monthly, and quarterly reporting for key clients.
- Supporting client matter intake: Assisting with the intake process for new client matters.
- Processing expenses: Handling expense claims and cheque requisitions.
- Conducting conflict searches: Performing conflict searches as required.
- Organising correspondence: Screening and organising voicemail, email, and postal mail in the authors’ absence and as requested.
- Communicating with clients: Maintaining relationships with clients and assisting with business development activities to support the growth of our practice.
- Event and travel coordination: Organise couriers, conferences, functions, travel, and accommodation. Arrange internal and external meetings, including room bookings, car spaces, catering, and invitations.
- Calendar management: Manage authors’ calendars and schedules, ensuring you are always informed about their whereabouts.
- File management: Identify, open, generate, maintain, label, update, and close files according to tasks, author preferences, and Firm requirements.
- Ad hoc tasks: Handle various ad hoc tasks as requested.
About You
This role is the perfect opportunity for an experienced Secretary who has strong organisational skills and attention to detail. These qualities will be valuable in supporting the smooth operations of our Melbourne practice and assisting two ambitious Partners in driving their vision forward.
You will bring:
- Previous experience in a similar role, ideally in a law firm or professional services environment supporting multiple fee earners;
- A 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;
- SAP experience (preferred but not required); and
- An Advanced Diploma of Business (Legal Practice) or equivalent qualification is desirable.
- ability to work well in a team environment (including across Australian offices and internationally);
- willingness to learn; and
- willingness to develop others through mentoring and sharing experiences.
Our Benefits
- Financial benefits: competitive remuneration package, generous bonus scheme, salary continuance insurance, life insurance, salary sacrifice options, employee discounts, referral rewards, and travel insurance for you and your family
- Flexibility: Hybrid and flexible working arrangements to balance your work and lifestyle
- Leave: 26 weeks paid parental leave for all parents with no minimum service, ability to purchase additional annual leave and flexible public holidays
- Health & wellbeing programs: Employee Assistance Program including confidential counselling and wellbeing and financial coaching for you and your immediate family, flu vaccinations and discounted health insurance
For more information on our benefits click here
Diversity & Inclusion
Baker McKenzie is committed to providing a diverse and inclusive culture for all its employees, with equal opportunity for all to progress and have a meaningful career with our Firm. Our mission is to foster an environment where individuals of every ethnicity, culture, gender, sexual orientation, gender identity and expression, religion, age, disability, carer status and working style may succeed professionally and fully contribute to the goals of the Firm. Our bAgile program encourages a range of flexible work opportunities for all. We invite you to let us know of any reasonable adjustments you require to equitably participate in the recruitment process or in performing the requirements of this role.
Apply today!
If you are interested, we would love to hear from you! Please click "apply now".
If you would like to find out more or have a confidential chat please reach out to me on Stephanie.Schmidt@bakermckenzie.com
As part of our commitment to creating a diverse and inclusive we encourage applications from all genders, abilities and cultural backgrounds including Aboriginal and/or Torres Strait Islander people
We have established relationships with preferred agencies and are not accepting candidates outside of these arrangements for this position.