Job Description
Lead, coach and supervise the administrative team across multiple offices.
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Oversee onboarding, induction and technology set‐up for new team members.
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Drive ongoing training, development and regular team meetings.
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Manage rosters for permanent, part‐time, casual and intern staff.
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Foster a positive, high‐performing team culture and support staff retention.
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2. Operational and Office Management
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Ensure smooth day‐to‐day office operations across all locations.
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Oversee facilities, maintenance and office logistics.
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Prioritise and coordinate resolution of maintenance and facilities issues in a timely manner.
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3. Process and Policy Development
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Identify opportunities to improve administrative processes and implement changes.
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Work to increase efficiency and reduce turnaround times for key admin tasks.
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Develop, review and maintain administrative policies and ensure staff are kept up to date.
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4. Document and Data Compliance
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Enforce consistent standards for document naming, storage, archiving and retention.
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Conduct regular audits to ensure files meet compliance requirements and quality standards.
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5. Financial and Resource Management
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Manage the administrative budget and monitor spend against forecast.
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Identify and implement opportunities to reduce costs and improve value.
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Review supplier and vendor arrangements periodically to ensure they remain fit for purpose.
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Support the finance team with reconciliation, reimbursements and other related tasks as required.
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6. Technology and Systems Oversight
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Maintain robust working knowledge of core business systems and software.
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Liaise with IT support to ensure issues are resolved within agreed timeframes.
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Monitor key administrative systems to support reliable, uninterrupted service.
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7. Compliance and Risk Management
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Uphold strict standards around data security and confidentiality.
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Ensure compliance with privacy obligations and other relevant regulatory requirements.
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Review and update relevant policies on a regular basis and communicate changes to staff.
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8. Executive and Strategic Support
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Provide high‐quality executive support to senior leaders.
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Assist with document preparation, client onboarding workflows and related administrative tasks.
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Support legal administration functions, including preparation and filing of documents.
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Handle client calls and act as a point of contact where appropriate.
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Manage and triage senior leaders' email inboxes and coordinate diary management, meetings and travel.
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Provide cover for the admin team during leave or peak periods to support fee earners and leaders.
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Prepare regular operational updates and reports as requested.
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Lead firm‐wide administrative projects such as office changes and system implementations.
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9. Stakeholder Communication
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Act as a key link between the administration function and other departments.
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Ensure clear, professional and consistent internal and external communications.
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📌 Executive Assistant - Law Firm (Victoria)
🏢 @
📍 Victoria