Legal Administrative Assistant, Senior Associate

• Salary:  Competitive
• Location: Sydney < New South Wales < Australia
• Job Type: Permanent, Full time
• Company:  State Street
• Posted on: 08 Jan 14

Assists and supports the Head of Legal (including the company secretariat function) and two other lawyers across a range of issues including general office administration, composing correspondence, preparing reports, coordinating reporting processes, maintaining registers and records and liaison with senior executives both internally and externally.
Functional Job Title: Legal Administrator                                                                Reports to: Head of Legal                                                                        Department/ Division: Legal Department
Basic Purpose of Job:
This position assists and supports the Head of Legal (including the company secretariat function) and two other lawyers across a range of issues including general office administration, composing correspondence, preparing reports, coordinating reporting processes, maintaining registers and records and liaison with senior executives both internally and externally.  This role is usually the first point of contact for the Head of Legal and the company secretariat function.
Work Relationships:

• Manager /Supervisor:    Head of Legal
• Peers:                                Executive Administrators
• Direct reports:                 None
• Internal Customers:       None

 Main Priorities of the role and department:

• This role does not require the incumbent to have legal experience or undertake any paralegal duties, the main priority is to provide solid administrative support to the Head of Legal and legal team

 Key Responsibilities / Tasks:

• Coordinating, arranging and managing all meetings, and maintaining the diary of the Head of Legal and, as applicable, otherLegalteam members
• Managing and maintaining office systems and managing legal and other information resources (ordering, updating)
• Maintaining general office filing system
• Maintaining records, registers of executed documents and filing of original legal documents, maintaining legal database and scanning
• Managing the document execution process including liaising with compliance, directors and senior management regarding execution of documents and proof reading returned documents
• Accounts management – arranging authorisation of invoices received for external legal advice and other vendors and providers, and general expenses incurred by legal team
• Coordinating monthly and quarterly reporting of matters undertaken by the legal department, quarterly reporting (including matters undertaken by the legal department, claims, litigation and regulatory activity, SOX reporting) and assisting with other periodical reporting requirements
• Word processing of legal documents, preparing execution copies of legal contracts
• Assisting company secretary with administration of Committee and Board meetings and lodging of documents with regulators and revenue authorities and maintaining corporate registers and records
• Assistance with legal budget reporting and monitoring
• Managing travel arrangements for legal team

 Job Requirements:
 Education and Experience

• Prior experience supporting a senior executive
• Experience providing administrative support to a Legal Team and/or Company Secretary
• Experience within the financial  or professional services industry desirable
• Formal qualification in office administration is preferred
• Demonstrated track record in busy administrative roles essential

Skills/ Knowledge

• Demonstrated excellence in organisational and administration skills
• Proven high attention to detail
• Intermediate to Advance MS Word and PowerPoint and Intermediate MS Excel
• Ability to prioritise and execute multiple tasks within a short time frame
• Excellent communication and interpersonal skills. Ability to liaise with a variety of different people from junior staff to senior executives
• Present a professional image at all times and a positive and friendly attitude
• Ability to work independently and collaboratively and foster a team environment
• Ability to problem solve and research answers independently for general  queries  

Assists and supports the Head of Legal (including the company secretariat function) and two other lawyers across a range of issues including general office administration, composing correspondence, preparing reports, coordinating reporting processes, maintaining registers and records and liaison with senior executives both internally and externally.