1. Job Summary

The Legal Personal Assistant provides administrative, organisational and operational support directly to the Managing Partner, assisting with the effective management of the firm’s daily activities. The role involves coordinating appointments and meetings, managing correspondence, preparing reports and documents, maintaining confidential records, and liaising with clients and external stakeholders. The position also assists with financial administration, including coordinating client payments and maintaining trust account records under the direction of the Managing Partner.

2. Key Responsibilities

A. Executive and Administrative Support

  • Manage the Managing Partner's calendar, appointments, meetings and daily schedule.
  • Prepare correspondence, reports, meeting documents and other administrative materials.
  • Monitor incoming communications and ensure important matters are brought to the Managing Partner's attention.
  • Coordinate meetings, maintain records of discussions and follow up on outstanding actions.
  • Organise confidential documents and maintain effective filing and document management systems.

B. Business and Operational Coordination

  • Coordinate administrative activities across the firm's different practice areas.
  • Liaise with lawyers, licensed immigration advisers, employees and external professionals to ensure administrative tasks are completed on time.
  • Monitor outstanding tasks, important deadlines and operational requirements.
  • Assist with preparing management reports and maintaining internal administrative systems.
  • Coordinate office resources, supplier arrangements and general business administration.

C. Trust Account and Financial Administration

  • Record and allocate client funds received into the firm's trust account.
  • Prepare payment instructions and enter transactions into internet banking for approval by the authorised partner.
  • Maintain accurate client financial records, transaction ledgers, receipts and payment documentation.
  • Assist with trust account reconciliations and investigate discrepancies.
  • Coordinate client invoices, payment records, refunds and authorised financial transactions.
  • Prepare financial summaries and reports for management review.

D. Property Settlement Coordination

  • Coordinate administrative arrangements relating to property transactions and settlements.
  • Liaise with clients, banks, other law firms and relevant parties regarding settlement requirements.
  • Monitor settlement funds and prepare payment instructions in accordance with the responsible lawyer's directions.
  • Maintain settlement records and follow up on outstanding documentation and transaction requirements.

E. Client and Stakeholder Communication

  • Act as a professional point of contact for clients and external stakeholders on behalf of the Managing Partner.
  • Coordinate client appointments, meetings and administrative communications.
  • Liaise with banks, accountants, government agencies and other professional service providers.
  • Follow up on outstanding client documents, payments and administrative matters.
  • Refer enquiries requiring legal or immigration advice to the appropriate professional.

F. Confidentiality and General Office Support

  • Maintain accurate and confidential business, financial and client records.
  • Ensure the firm's administrative activities follow established procedures and professional obligations.
  • Assist with maintaining an organised and efficient office environment.
  • Provide general administrative support to the Managing Partner and other professionals as required.
  • Undertake other reasonable duties as directed by the Managing Partner, within the employee's skills, training and delegated authority.

3. Skills, Requirements and Personal Attributes

No specific legal qualification or previous experience in a law firm is mandatory for this position. Training will be provided on the firm's internal systems, processes and procedures.

The successful candidate should demonstrate:

  • Honesty, integrity and a high level of personal responsibility.
  • Reliability, punctuality and a strong commitment to assigned duties.
  • Excellent organisational skills and the ability to manage competing priorities.
  • Good written and verbal communication skills.
  • Strong attention to detail and accuracy when handling documents and financial records.
  • Good numerical ability and willingness to learn financial administration processes.
  • Ability to handle confidential information with discretion.
  • Initiative and the ability to follow up on outstanding tasks independently.
  • Basic computer literacy and willingness to learn accounting, banking and office management systems.
  • A professional, cooperative and positive attitude.

4. Training and Development

The employer will provide on-the-job training and guidance in relation to the firm's administrative systems, trust account procedures, financial transaction processing, settlement coordination, client communication and document management processes.

The employee will work closely with the Managing Partner and other relevant professionals to develop the practical knowledge and skills required to perform the role effectively.

5. Reporting and Accountability

The position reports directly to the Managing Partner and is responsible for coordinating assigned administrative and operational activities.

The employee is expected to maintain a high level of accuracy, confidentiality and accountability. All trust account payments, transfers and other financial transactions must be processed within the employee's delegated authority and subject to the firm's prescribed approval procedures.

The employee must not provide legal or immigration advice, which remains the responsibility of the appropriately qualified professional.

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