Executive Assistant

XVII Degrees is seeking two highly organised, detail-oriented and proactive Executive Assistants to provide executive, administrative, accounts and matter management support to our growing team.

This is an excellent opportunity for someone who enjoys a varied role, is confident managing competing priorities, and has strong attention to detail. The successful candidate will play an important role in supporting the day-to-day operations of the firm, assisting with accounts administration, and supporting the management of intellectual property matters.

About the Role

As Executive Assistant, you will work closely with the firm Principal, our associates and the broader XVII Degrees team across accounts, executive assistance, client administration and intellectual property matter support.

This is a varied role suited to someone who is organised, detail-oriented and comfortable managing a mix of financial, administrative, client-facing and matter management responsibilities. The role also offers the opportunity to gain exposure to trade mark, design and broader intellectual property practice in a boutique professional services environment.

Key Responsibilities

Intellectual Property / Trade Mark Support

- Assist with the preparation and filing of Australian trade mark applications, renewals, assignments, changes of ownership, changes of address and other recordal matters.
- Assist with monitoring and managing trade mark deadlines, including filing deadlines, renewal deadlines, acceptance deadlines and examination response deadlines.
- Prepare and send client correspondence reporting on trade mark filings, examination reports, acceptance, registration, renewals, recordals and other matter updates.
- Liaise with IP Australia, overseas associates, clients and external representatives in relation to trade mark and intellectual property matters.
- Assist with reviewing and responding to minor IP Australia objections and procedural issues under supervision.
- Conduct basic trade mark searches, owner checks, status checks and portfolio reviews where required.
- Assist with international trade mark matters, including WIPO/Madrid Protocol applications, overseas filings and correspondence with foreign associates.
- Assist with non-use matters, evidence deadlines, FOI requests and other trade mark-related procedural tasks.
- Maintain accurate matter records, deadlines, correspondence and documents in DIAMS and iManage.

Client and Matter Administration

- Open, maintain and update client matters, including saving correspondence, updating matter details and ensuring records are accurate.
- Prepare, format and finalise letters, reports, forms, schedules,



invoices and other client-facing documents.
- Coordinate instructions between clients, attorneys, associates, overseas agents and internal team members.
- Follow up clients for instructions, outstanding documents, signed forms, payment confirmations and other required information.
- Assist with general workflow management to ensure matters progress in a timely and accurate manner.
- Support associates and senior team members with day-to-day administrative, client and matter-related tasks.
- Assist with timekeeping, internal file notes, matter updates and general record keeping.

Accounts and Billing Support

- Prepare, issue and follow up invoices for intellectual property matters.
- Follow up overdue invoices and outstanding payments in a professional and timely manner.
- Liaise with clients regarding invoice queries, payment status and account-related matters.
- Assist with accounts receivable, supplier invoices, payment records and general accounts administration.
- Assist with payment reconciliations and accounts-related reporting where required.

Office Support

- Manage the Firm Principal’s calendar, appointments, meetings, travel arrangements and itineraries.
- Coordinate internal and external meetings, including scheduling, confirmations and follow-ups.
- Assist with email management, reminders, task tracking and general executive support.
- Assist with office administration, document management and internal processes.
- Provide ad hoc support to the Firm Principal, associates and the broader XVII Degrees team as required.

About You

We are looking for someone who is reliable, professional and comfortable taking initiative. You will have excellent communication skills, a strong work ethic and the ability to manage confidential and financial information with discretion.

The ideal candidate:

- is highly organised and able to manage competing deadlines;
- has excellent attention to detail and accuracy;
- is confident communicating with clients and external providers;
- is comfortable working across both administrative and accounts-related tasks;
- enjoys learning and is interested in intellectual property, particularly trade marks;
- can take initiative and follow matters through to completion;
- is professional,



reliable and able to handle confidential information; and
- is comfortable working in a fast-paced boutique skilled services environment.
- previous experience in an Executive Assistant, Accounts Administrator, Legal Assistant, IP Assistant, Trade Mark Assistant, Office Administrator or similar support role;
- experience with invoicing, accounts receivable and/or accounts payable;
- experience managing calendars, appointments, travel arrangements and executive support tasks;
- strong organisational and time management skills;
- excellent attention to detail and accuracy;
- strong written and verbal communication skills;
- the ability to prioritise tasks and work efficiently under pressure;
- confidence using Microsoft Office, Outlook and general administrative/accounting systems;
- experience using document management or matter management systems, such as iManage and DIAMS, will be highly regarded;
- a proactive and solutions-focused approach; and
- a professional and personable manner when dealing with clients, colleagues and external providers.

Experience in a legal, intellectual property, accounting or professional services environment will be highly regarded, but is not essential.

About XVII Degrees

XVII Degrees is a boutique intellectual property firm assisting clients with trade marks, patents, designs and related intellectual property matters in Australia and internationally. We work with a broad range of clients across various industries, with a particular focus on beauty, cosmetics, skincare, wellness and lifestyle brands.

Our clients range from emerging businesses and creatives through to established and growing brands. We pride ourselves on providing strategic, practical and commercially focused advice, while maintaining a personable and client-focused approach.

Why Join Us

This role offers the opportunity to work within a close-knit and supportive team, gain exposure to interesting intellectual property matters, and contribute meaningfully to the day-to-day operations and continued growth of the firm. The successful candidate will also have the opportunity to build their knowledge of trade mark practice, including assisting with filings, renewals and minor IP Australia objections.

How to Apply

If this role sounds like a good fit for you, we would love to hear from you. Even if you don’t meet all of the requirements outlined above but are interested in the opportunity, we encourage you to apply.

Please submit your CV and a brief cover letter outlining your relevant experience and interest in the role.

If you have any questions, please contact Dili at [email protected].

📌 Executive Administrative Assistant (Sydney)
🏢 XVII Degrees
📍 Sydney