Lead, coach and supervise the administrative team across multiple offices.
Oversee onboarding, induction and technology set‐up for current team members.
Drive ongoing training, development and regular team meetings.
Manage rosters for permanent, part‐time, casual and intern staff.
Foster a positive, high‐performing team culture and support staff retention.
2. Operational and Office Management
Ensure smooth day‐to‐day office operations across all locations.
Oversee facilities, maintenance and office logistics.
Prioritise and coordinate resolution of maintenance and facilities issues in a timely manner.
3. Process and Policy Development
Identify opportunities to improve administrative processes and implement changes.
Work to increase efficiency and reduce turnaround times for key admin tasks.
Develop, review and maintain administrative policies and ensure staff are kept up to date.
4. Document and Data Compliance
Enforce consistent standards for document naming, storage, archiving and retention.
Conduct regular audits to ensure files meet compliance requirements and quality standards.
5. Financial and Resource Management
Manage the administrative budget and monitor spend against forecast.
Identify and implement opportunities to reduce costs and improve value.
Review supplier and vendor arrangements periodically to ensure they remain fit for purpose.
Support the finance team with reconciliation, reimbursements and other related tasks as required.
6.



Technology and Systems Oversight
Maintain strong working knowledge of core business systems and software.
Liaise with IT support to ensure issues are resolved within agreed timeframes.
Monitor key administrative systems to support reliable, uninterrupted service.
7. Compliance and Risk Management
Uphold strict standards around data security and confidentiality.
Ensure compliance with privacy obligations and other relevant regulatory requirements.
Review and update relevant policies on a regular basis and communicate changes to staff.
8. Executive and Strategic Support
Provide high‐quality executive support to senior leaders.
Assist with document preparation, client onboarding workflows and related administrative tasks.
Support legal administration functions, including preparation and filing of documents.
Handle client calls and act as a point of contact where appropriate.
Manage and triage senior leaders' email inboxes and coordinate diary management, meetings and travel.
Provide cover for the admin team during leave or peak periods to support fee earners and leaders.
Prepare regular operational updates and reports as requested.
Lead firm‐wide administrative projects such as office changes and system implementations.
9. Stakeholder Communication
Act as a key link between the administration function and other departments.
Ensure clear, professional and consistent internal and external communications.
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📌 Executive Assistant - Law Firm (Melbourne)
🏢 seek.com.au
📍 Melbourne