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The Role

The Corporate Secretariat Team Administrator is responsible for supporting the Baker McKenzie Australia Corporate Secretariat team members based in Sydney, Melbourne and Perth.  This role plays a vital part in providing secretarial support, managing our internal and external clients with the opportunity to progress your career in the future.  This role encompasses many responsibilities, and it is vital to the success of the Team.

Duties will include:

• Answering the phone, appropriately screening calls, resolving simple queries wherever possible, taking and relaying messages promptly and, if necessary, redirecting queries
• Assisting in preparing and distributing relevant documentation to the Corporate secretariat team prior to critical dates inclusive of creating and amending typed documents such as letters, emails, memos and presentations, using version control and track changes
• Managing billing processes and specific client invoicing requirements, including drafting and circulating invoices and distributing invoices to clients
• Supporting the client matter intake process
• Processing expense claims, cheque requisitions, ASIC invoices and payment of ANZ Credit Card
• Undertaking conflict searching
• Screening and organising correspondence (with voicemail, email, and regular postal mail), in teams’ absence and as per requests
• Organising couriers, travel and accommodation, internal and external meetings (including room, car spaces, catering, invitations etc) for the Corporate secretariat team
• Identifying, opening, generating, maintaining, labelling, updating and closing files, according to task, author and the Firm’s requirements
• Update and maintain Master Lists
• Conduct Company searches & PPSR searches
• Create, update and maintain office manual precedents as and when required
• Open and closing of files (includes ordering new labels and central filing) Company Registers only
• Maintaining and updating the Intranet
• Attend to auditors enquiries (scanning of registers) on occasions
• Managing various ongoing projects as required

The Team

The Baker McKenzie Australia Corporate Secretariat team is one of the leading corporate secretarial practices in Australia providing ongoing corporate secretarial services to more than 1500 Australian subsidiaries, including the Australian subsidiaries of many of the most well-known companies in the world. The team is currently comprised of lawyers and corporate secretarial paralegals based in Sydney, Melbourne and Perth and is looking to expand. As part of this expansion, the team is looking to add a Corporate Secretariat Team Administrator based in Sydney to our team. The role has enormous potential for career growth and could in the future lead to a corporate secretarial paralegal role in the team.

What we're looking for:

• An ability to work independently and proactively
• Excellent organisational skills
• A can do attitude
• Attention to detail
• Keen learner
• Strong communications skills
• Ability to work with volume

Complex business challenges require an integrated response across different markets, sectors, and areas of law. Baker McKenzie's client solutions provide seamless advice, underpinned by deep practice and sector expertise, as well as first-rate local market knowledge. Across more than 70 offices globally, Baker McKenzie works alongside our clients to deliver solutions for a connected world. 

We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people -- regardless of race, religion, or belief if any, gender, gender identity, disability, sexual orientation, or age -- to fulfill their professional aspirations with us.

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