HFW is a sector focused global law firm with a focus on construction, shipping, aerospace, commodities, corporate & commercial and insurance. We have over 700 lawyers working across Australia, Asia, Europe, Middle East and the Americas. With a progressive approach to our roles in commercial business, thinking creatively and pragmatically to support our clients, we are dynamic, entrepreneurial and leaders in our specialist areas.
In Australia, we have 4 offices in Brisbane, Melbourne, Sydney and Perth and around 220 team members.
Job Description
The Role
We are seeking a dedicated Legal Assistant to join our Sydney team on a permanent basis. The role will involve supporting a Partner and their Commodities team, with the possibility of providing additional support to another Partner and their team whilst being supported by the wider team of Legal Assistants. As a Legal Assistant you help to ensure smooth day-to-day running of the team by providing proactive and effective general administration assistance to the Partners and fee earner group. Your key tasks and responsibilities will include:
Preparation of Documents
Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
Co-ordinating case preparation documents
Performing legal research
Practice Management
Organising travel arrangements
Open new matters and follow Risk & Compliance procedures
Drafting Client Care Letters
Draft and prepare bills
Maintain filing (including e-files)
Diary Management
Organise and confirm client meetings
Keep records up to date, including client database
Monitor files and manage close/archive process
Expense reconciliation via Chrome River
Assist new staff with office procedures
Reception back up (as part of a team)
Correspondence Management
When required, open, sort and register incoming mail
When required, prepare outgoing mail for delivery
Liaise with reception to arrange special delivery requirements
Communication Tasks
Manage calls for team
Liaise with clients, maintain and develop relationships
Desired Skills and Experience
About you
We are looking for a capable Legal Assistant who will ideally bring:
At least one year experience in a legal assistant role.
Strong billing experience, including handling complex and high-volume bills with accuracy and attention to detail.
The ability to work proactively and autonomously, while also contributing to team goals.
Excellent organisational skills, with the ability to manage competing priorities and meet deadlines.
Advanced document management skills, including bundling, transcript preparation, and electronic filing systems.
Proficiency in time recording and diary management, with a proactive approach to supporting partner schedules and inboxes.
Strong communication and interpersonal skills, with the ability to liaise confidently with individuals on all levels.
A customer service mindset, with experience in coordinating client meetings and presentations considered a plus.
A preference for being present in the office five days a week to provide hands-on support and foster team connection.
A collaborative mindset and willingness to contribute to the success of the wider HFW team
What's in it for you?
If you're eager to join a friendly team in a positive environment, this opportunity could be ideal for you. As well as a friendly, down-to-earth group of colleagues, we offer the following benefits:
Market-competitive remuneration package, employee referral incentives, and life and salary continuance insurance
Health & Wellbeing initiatives, such as annual flu vaccinations, access to the Employee Assistance Program, free subscriptions to wellbeing apps, and subsidised sporting activities
An active employee-led Social Committee, organising regular events in all our offices
The ability to purchase additional annual leave and access our Paid Parental Leave (26 weeks)
Beautiful offices in the CBD with excellent end-of-trip facilities
A welcoming, supportive, and collaborative work environment
What's next?
If this sounds like an opportunity for you, apply online with your CV and a brief cover letter outlining why you are interested in this role. We would love to hear from you!
If you have any questions, please contact: Hana Edstein, HR Consultant - hana.edstein@hfw.com.