We have a fantastic opportunity for an experienced Legal Assistant to join our Dispute Resolution team in our Melbourne team.
Primary Duties and Responsibilities
- Document Management – preparation of substantial amounts of documentation including barrister’s briefs, court books, compiling submissions etc.
- Proactively manage appointments, deadlines, tasks and reminders for file work, hearings, settlements, client meetings, etc.
- File Management – create and maintain files in an orderly manner. Review and file email correspondence and file notes.
- Document Preparation - transcription of digital dictation and general typing, including preparation of correspondence, agreements, advices and court documents. Working with templates, precedents and mail merge documents.
- Client Support – liaise professionally with barristers, clients, and other third parties. Answer client queries where appropriate, managing client expectations around communications.
- Information / Precedent Management – ensure precedents and templates are updated in accordance with legislative or firm changes.
- Communication – prioritise workflow and ensure fee earners are provided with feedback as to the status of current work, future tasks and significant dates.
- Support fee earners in building the RK brand and developing strong professional relationships with clients and associations.
- Billing – monitoring lawyers’ daily time entry, preparing detailed bills, trust directions, cheque requisitions, write offs, expense claims and other related tasks in accordance with firm protocols and deadlines (Aderant).
- Manage service of documents, court filings and the delivery of briefs to Counsel, ensuring accuracy and timeliness.
- Support lawyers by preparing shell letters for lawyers to work in, drafting file management correspondence (e.g. draft bill cover letters, non-complex emails etc), and maintaining spreadsheets, presentations and other matter‑related materials as required.
- Coordinate travel and accommodation arrangements as required.
- Update and maintain cost estimates (set by lawyers) within the firm’s practice management system.
- Provide support with business development, tenders, presentations, conference attendance and preparation, court and advice work.
- Team Support – assist other support staff with overflow work. Use initiative to identify and communicate suggestions for improvement in client service, teamwork, etc.
- Maintain cyber security at all times.Cultivate an awareness of cyber security risks, stay informed of latest cyber threats and risk management as communicated by the firm, instil best cybersecurity practices and take practical steps to protect the firm and client from cyberattacks.
- Anti-Money Laundering – Cultivate an awareness of the risks, the regulatory obligations imposed on the firm, and the firm’s compliance requirements.
- Artificial Intelligence – Stay abreast of AI developments and regulations as they impact the firm’s work and assist lawyers with their compliance obligations.
- Provide flexible support across the practice as needed to meet workflow demands.
Skills/Knowledge
- Advanced administrative capability, including fast and accurate typing (70+ wpm).
- Strong working knowledge of litigation procedures within Victorian courts and VCAT.
- Proficiency across the MS Office suite, with experience using document management and billing systems.
- Experience with video conferencing platforms.
- High level of attention to detail, with a commitment to producing accurate, high‑quality work.
- Excellent communication and interpersonal skills, with the ability to engage effectively with a range of stakeholders.
Exceptional organisational skills, demonstrated through supporting multiple fee earners and managing competing priorities.
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Experience
- Minimum 2 years’ experience in a legal secretarial role.
- Demonstrated experience supporting senior practitioners in a litigious or dispute resolution practice.
- Strong understanding of litigation processes and procedures.
Further Information
Any questions regarding the vacancy can be directed to Kat Pena on (03) 8637 9496 or [email protected]. For further information or to submit your application for this position please visit the careers page on our website. Please note any offer of employment made by Russell Kennedy Lawyers to the successful candidate will be subject to a police check. We are currently accepting applications from direct applicants only. No agency referrals will be accepted at this stage.
Our Firm and Culture
Russell Kennedy is a commercial law firm with more than 340 people in Melbourne and Sydney. We are committed to providing exceptional legal strategies and solutions to our clients, guided by market-leading expertise across our key sectors of focus.
As part of our team, you’ll receive hands-on experience, quality mentoring and access to valuable learning opportunities. We encourage a professional and committed work ethic, while recognising the importance of an enjoyable working environment and balanced lifestyle. We believe we have a culture where individuals of all backgrounds and abilities feel included and confident in bringing their whole selves to work, and where your talents are fostered, empowering you to contribute to the success of the firm.
Russell Kennedy is proud to be an equal opportunity employer and is certified as a WGEA Employer of Choice for Gender Equality, as well as being certified as a gold employer in the Australian Workplace Equality Index for employers with 500 or less employees. We respect and celebrate the things that make each of us different. The firm supports and promotes a range of initiatives to create an environment that is characterised by equal access and respected participation of all groups and individuals. There is a particular focus and emphasis on gender equality, inclusion of First Nations peoples, accessibility for people with disability, LGBTIQ+ inclusion, and cultural diversity. Russell Kennedy is recognised by Australian Disability Network as a Disability Confident Recruiter employer.
Russell Kennedy is committed to attracting and retaining the best talent available. We acknowledge the importance of work-life balance, all current and prospective employees have access to flexible work options and workplace adjustments including alternate accessible formats, where required. If you require an adjustment during the recruitment process please contact Leanda Nissen on 03 9609 1523.
Russell Kennedy Lawyers acknowledges the Traditional Custodians of the lands on which we meet and work. Our offices are situated on the unceded lands of the Wurundjeri and Gadigal peoples. We pay our respects to their Elders, past and present, to their emerging leaders and to the resilience, creativity and vitality of their cultures including their laws and systems of governance.
