The Role

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 role will centre on delivering timely, efficient and high quality administrative, secretarial and practice group specific services to the Corporate Markets partners and associates across the Corporate Markets group. Duties will include taking dictation, drafting/preparation of correspondence, formatting of documentation, expense and billing management, financial reporting, diary management, filing, travel bookings and general administration duties. 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
  • Taking dictation - accurate transcription through dictation software and direct dictation   
  • Creating and amending typed documents such as letters, emails, memos, contracts, agreements, presentations and pitch documents
  • Amending due diligence templates, 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.
  • Processing and distributing draft bills to authors
  • Managing various ongoing projects
  • 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

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, Excel
  • Excellent customer service and client relationship skills
  • Experience with dictation
  • Experience using SAP would be viewed extremely highly
  • An Advanced Diploma of Business (Legal Practice) or equivalent qualification is desirable

The Firm

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.

To Apply

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 Cathie Hackett-Smith, Talent Management Coordinator on 03 9617 4595 or via email