Administrative Assistant - Victoria

Summary:

We are seeking a highly organized and detail-oriented Office all-rounder / Administrative Assistant to provide support to our team and ensure the smooth running of our daily operations. The ideal candidate will be able to multitask, prioritize tasks, and work independently in a fast-paced environment.

Responsibilities:

• Answer and direct phone calls, emails, and other correspondence
• Schedule appointments and meetings, and manage calendars
• Prepare and distribute memos, letters, and other documents
• Maintain and update filing systems, databases, and records
• Assist with bookkeeping and financial tasks, such as invoicing and expense reports
• Coordinate travel arrangements and accommodations
• Perform general office duties, such as ordering supplies and maintaining office equipment
• Assist with special projects and events as needed

Office all-rounder:

- Answering and coordinating all incoming phone calls on a multi-line digital switchboard;

- Collecting, registering, sorting, stamping and distribution of all incoming mail, stamping incoming mail;

- Collecting, folding, sorting, enveloping and stamping of all outgoing mail;

- Registering and recording of incoming/outgoing faxes and mail;

- Photocopying, scanning and faxing documents;

- Arranging incoming/outgoing couriers;

- Maintaining the kitchen, boardrooms, meeting rooms, reception area and foyer;

- Greeting visitors, preparing water, tea/coffee.

Support the People team:

- General administrative support;

- Booking interviews/appointments;

- Arranging Learning & Development sessions including scheduling, registering attendance;

- Assist with inductions, preparing welcome packs and scheduling in meetings; and

- Assist with collating absences for fortnightly payroll.

Legal Secretarial duties:

- Overflow typing and administrative tasks;

- Assist with monthly billings and general accounting tasks;

- Draft Cost Agreements Cost Disclosure;

- Assist with overflow of secretarial work;

- Maintaining new matter enquiry log;

- Opening new files for the various legal divisions;

- Assisting with administrative tasks such as photocopying, scanning and faxing documents;

- Supporting the coordination of events and marketing needs; and

- All other duties as required or directed by the divisional leader and reports.

Support the IT team:

- Assist with urgent IT set up (zoom meetings etc);

- Follow ups with external IT provider Nexon; and

- Go to for support on IT and board/meeting room equipment.

To be successful in the role you will require the following attributes:

1. Excellent interpersonal and communication skills;

2. Strong time management skills, initiative to be pro-active, reliable and accurate (attention to detail);

3. Advanced administrative and organisational skills - effectively prioritise tasks to meet deadlines;

4. Ability to work autonomously and part of a team, be a quick learner and multi-task;

5. Presentable at all times - in person or over the telephone; and

6. Demonstrate mature business acumen, discretion and respecting confidential matters of a sensitive nature.

Skills and Qualifications:

1. Certificate III or IV in Business Administration or equivalent level;

2. Administrative experience of 3-4 years in a legal office is fundamental;

3. Legal secretarial experience of 3-4 years in Property is essential;

4. IT Systems:

• understanding of Practice Evolve advantageous (being is our practice management system for accounting and document management);
• knowledge of intermediate to advanced level of computer skills with proficient use of MS Word, Excel, PowerPoint, Outlook including Zoom.

You must be organised, efficient, autonomous, display excellent interpersonal skills and be willing to grow with our practice. The salary package will be commensurate with your skills and experience.

Benefits and Culture

Our mission is to protect and empower both clients and employees.

We don’t isolate or pigeonhole like big firms by management processes and layers of red tape and politics. Here at Madison Marcus Law Firm, we are entrepreneurial and forward thinking by nature. We thrive on new ideas and innovation. We proactively invest in new technologies to be a firm where law and business meet with technology. We are new age.

We offer work anniversary loyalty bonuses, fortnightly drinks and team bonding, volunteer days credited to your budget, paid parental leave, business and staff referral incentives, wellness initiatives, fantastic social club activities and 1:1 Marketing Coaching and assistance with flexible working options, when needed.

About Us

Madison Marcus is a leading boutique law firm with offices in Sydney, Melbourne, and Parramatta. We have been consistently recognised by the legal and business communities for excellence in our legal work, innovation, corporate citizenship, and our employee health and well-being initiatives, along with individual team members for their success and leadership.

If you possess the skills and the enthusiasm to see this role as your next opportunity, please forward your resume by email to clicking ‘Apply Now’. A covering letter demonstrating how you meet the key selection criteria would be welcomed. Enquiries can be made to Verdiana Riolo on 02 8022 1222 or to Verdiana.Riolo@madisonmarcus.com.au.

*All applicants must have legal rights to work in Australia.

*No Recruiters - please hold off sending candidates unless invited to do so.