Secretary

• Manage monthly billing processes and specific client invoicing requirements, draft and circulate invoices, distribute invoices to clients, and handle necessary weekly, monthly, and quarterly reporting responsibilities for key clients
• Answer the phone, appropriately screen calls, resolve simple queries wherever possible, take and relay messages promptly, and, if necessary, redirect queries
• Create and amend typed documents such as letters, emails, memos, contracts, agreements, presentations, and pitch documents, use version control and track changes
• Support the client matter intake process
• Process expense claims and cheque requisitions
• Undertake conflict searching
• Time entry, production of narratives, creation of glossaries, etc.
• Screen and organize correspondence (with voicemail, email, and regular postal mail) in the authors’ absence, and as per requests
• Support in setting up team meetings and events, and manage expenses
• Work directly with clients, develop and maintain relationships, and assist with business development activities
• Prepare Briefs to Counsel, Court books, and other administrative tasks that relate to litigation matters
• Organize couriers, conferences and functions, internal and external meetings, travel and accommodation (including rooms, car spaces, catering, invitations, etc.
• Assist with the organizing of client events, meetings, and social functions for the Practice Group
• Manage authors' calendars and schedules, and keep informed about the authors' whereabouts at all times
• Assist in preparing and distributing relevant documentation to authors before critical dates (e.g. meetings, court proceedings, settlements, etc.)
• Identify, open, generate, maintain, label, update, and close files, according to the task, author, and the Firm’s requirements
• Provide relief cover on reception for lunch breaks and leave coverage
• Assist Operations Coordinator with set up/packdown for large client/internal events
• Manage various ongoing projects as required

• Previous experience in a similar role, ideally in a Law Firm or professional services environment supporting partners with substantial practices and multiple fee earners
• Litigation and court forms experience (desirable)
• Experience with the monthly billing process
• High level of accuracy and attention to detail
• A minimum typing speed of 50 wpm (90% accuracy rate)
• Excellent computer literacy in Microsoft Word, Excel, PowerPoint, and Outlook email
• Excellent customer service and client relationship skills
• iManage and Chrome River experience is preferred, but not required
• Certificate IV in Business Administration, or equivalent, is desirable
• Able to work well in a team environment

• 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
• Learning & development opportunities: client and international office secondments and regional and global development programs
• 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

Baker McKenzie