The Employment group is a highly active area of our Australian practice. Our employment lawyers advise on all aspects of employment law including employment contracts, negotiations and disputes with trade unions, anti-discrimination suits and occupational health and safety. They also conduction litigation on behalf of clients. Although the practice primarily acts for employer and employer organisations, our lawyers have also been involved in disputation with union organisations and individual employees.
The Immigration Group, an arm of the employment group, frequently advises on; compliance with Australian immigration law and visa requirements, employment related issues for expatriate staff, entry of persons as business visitors, short-term assignments for work experience or training purposes, the implications of hiring new employees from overseas, relocation of spouses/partners and other dependants to Australia, obtaining permanent residency and Australian citizenship, and obtaining foreign visas from Sydney-based consular offices.
We are seeking an organised Secretary with strong attention to detail and a positive 'can do' attitude, who is willing to seize opportunities and is excited by the connectivity that a global law firm can offer. This is a part time role working 4 days per week in two job share arrangements and is centred on delivering timely, efficient and high quality administrative, secretarial and practice group specific services to associates within the employment and immigration team.
More specifically, responsibilities will include:
- Answering the phone – appropriately screening calls, resolving simple queries wherever possible, taking and relaying messages promptly and, if necessary, redirecting queries
- Creating and amending typed documents such as letters, emails, memos, contracts, agreements, presentations and pitch documents, using version control and track changes
- Managing monthly billing processes and specific client invoicing requirements, including drafting and circulating invoices, distributing invoices to clients and necessary weekly, monthly and quarterly reporting responsibilities for key clients
- Supporting the client matter intake process
- Processing expense claims and cheque requisitions
- Undertaking conflict searching
- Time entry - production of narratives, creation of glossaries, etc.
- Screening and organising correspondence (with voicemail, email, and regular postal mail), in authors’ absence and as per requests
- Working directly with clients, developing and maintaining relationships, and assisting with business development activities
- Organising couriers, conferences and functions, travel and accommodation, internal and external meetings (including room, car spaces, catering, invitations etc) for authors
- Assisting with client events and social functions for the Practice Group
- Managing authors' calendars and schedules and keeping informed about authors' whereabouts at all times
- Assisting in preparing and distributing relevant documentation to authors prior to critical dates (e.g. meetings, court proceedings, settlements etc.)
- Identifying, opening, generating, maintaining, labelling, updating and closing files, according to task, author and the Firm’s requirements
- Assisting authors with the drafting and lodgement of various visa applications and general support towards immigration client file management
- Liaising with third parties to support Immigration team e.g translators
- Managing various ongoing projects as required
Skills and Experience Required
- 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
- Excellent communication skills - both oral and written
- Willingness to learn
- SAP experience (preferred but not required)
- Experience lodging Visa applications through the Australian Government's Department of Immigration and Boarder Protection portal (preferred but not required)
- An Advanced Diploma of Business (Legal Practice) or equivalent qualification is desirable
Please click here to see a video introducing our Firm.
At Baker & McKenzie we are different in the way we think, work and behave. Like no other law firm, we were born global. Our Australian practice was established 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 5,600 locally qualified lawyers and 6,000 professional staff in 78 locations across 47 countries.
Baker & McKenzie Australia can offer 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. Locally, we have an inclusive culture of learning, coaching and opportunity where you will work in small teams on matters that often cross borders. We value people who think ahead and get noticed.
If you are self motivated and excited by the connectivity that a global law firm can offer, then we would like to hear from you. Please click on the Apply icon to start the online application process for this role. We will then be in touch with you once we have reviewed your application.
For a confidential discussion and further information, please contact Kathleen Blackburn, Talent Management Coordinator, +61 2 8922 5255.