Secretary - Banking Finance

Full job description
Why Baker McKenzie?

At Baker McKenzie, we are different in the way we think, work and behave. The first local, truly global law firm in Australia, we commenced operations in Sydney in 1964, in Melbourne in 1982 and in Brisbane in 2014. With our breadth of experience in the local market and global connectivity, we are the firm of choice for Australian and multinational companies. We have 6,500 lawyers globally who work seamlessly together – across practice groups, sectors and markets – to provide our clients with the connected perspectives, integrated solutions and seamless guidance they need to succeed in an increasingly interconnected global market.

Baker McKenzie Australia offers you access to complex, market leading matters working with some of the world's best legal minds - people who know the law and who understand business. We have an unrivalled ability to provide training and secondment opportunities across our global network. Locally, we have an inclusive culture of learning, coaching and opportunity where you will work in small teams on matters that often cross borders. We value people who think ahead and get noticed.

About the team

Baker McKenzie's Banking Finance team is at the forefront of providing commercially astute advice to major Australian and global clients. Our clients include local and overseas banks, investment banks, private equity houses, governments and corporations for whom we act in relation to many types of financing including acquisition finance, project finance, construction finance, receivables financing and securitisations.

We have a market reputation for managing large financing transactions, including project finance for power, natural resources, telecommunications and infrastructure assets, syndicated corporate lending and mortgage lending. The group also has significant experience in the areas of leasing, electronic payment systems, the documentation of various retail products and regulatory compliance.

About the role

This role will centre on delivering timely, efficient and high quality administrative, secretarial and practice group specific services to partners, associates and others across the Banking Finance practice group

Key Duties of the role include but are not limited to:

Answering the phone: Screening calls, resolving simple queries, taking and relaying messages promptly, and redirecting queries when necessary.
Creating and amending documents: Typing letters, emails, memos, contracts, agreements, presentations, and pitch documents, using version control and track changes.
Overflow support: Providing overflow administrative support to other Secretaries, when required including leave cover.
Managing billing processes: Handling monthly billing and specific client invoicing requirements, drafting and circulating invoices, distributing invoices to clients, and managing weekly, monthly, and quarterly reporting for key clients.
Supporting client matter intake: Assisting with the intake process for new client matters.
Processing expenses: Handling expense claims and cheque requisitions.
Conducting conflict searches: Performing conflict searches as required.
Organising correspondence: Screening and organising voicemail, email, and postal mail in the authors’ absence and as requested.
Communicating with clients: Maintaining relationships with clients and assisting with business development activities to support the growth of our practice.
Event and travel coordination: Organise couriers, conferences, functions, travel, and accommodation. Arrange internal and external meetings, including room bookings, car spaces, catering, and invitations.
Calendar management: Manage authors’ calendars and schedules, ensuring you are always informed about their whereabouts.
File management: Identify, open, generate, maintain, label, update, and close files according to tasks, author preferences, and Firm requirements.
Ad hoc tasks: Handle various ad hoc tasks as requested. Read more