Executive Assistant

About the role

An excellent opportunity exists for an experienced Executive Assistant who is highly organised and IT savvy to become a key member of our close-knit management team.

In this role, you will support the Managing Partner and the General Manager to achieve the Firm’s business objectives through the provision of high quality and dynamic executive support.

Your key responsibilities will include:

  • Overseeing correspondence: Coordinating internal and external correspondence including proactive diary management, monitoring, and managing emails & calls as well as drafting responses where necessary.
  • Project Coordination: Working with and supporting other Business Services teams to assist with project management tasks, such as tracking deadlines, coordinating with team members, and preparing progress reports.
  • Confidentiality: Maintaining a high level of professional support with respect, sensitivity, and in-confidence.
  • Administration: Undertaking a range of administrative processes including file creation, database maintenance, document management and maintaining professional registrations.
  • Research: Researching information in preparation for management proposals and reporting.
  • Liaising with internal & external stakeholders: Managing third-party vendors and suppliers. This includes preparation and undertaking of annual renewal of professional indemnity insurance and business insurances.
  • Document preparation and review: Creating reports, analysing spreadsheets, updating firm policies, and on occasion preparing presentations for meetings.
  • Tenders and pricing: Working with the Marketing & BD team to assist with tenders and pricing panel development & preparation.
  • Travel Management: Assisting where needed with firm travel arrangements and processes.

About you

  • Experience in providing executive-level support, preferably within a professional services environment.
  • Demonstrated ability to develop and maintain positive working relations with a range of stakeholders.
  • Exceptional organisational skills and ability to work to tight deadlines.
  • Excellent attention to detail, ability to set priorities, anticipate the needs of others and maintain high quality and productivity standards.
  • Computer savvy with a high level of competency in Microsoft Office programs.
  • Proven ability to work autonomously, and exercise initiative and judgement.
  • Ability to quickly become proficient in systems and processes.

About us

Phillips Ormonde Fitzpatrick (POF) is a privately owned patent and trademark attorney firm with 100+ people across offices in Melbourne, Sydney, and Adelaide.  Our Melbourne office is centrally located at 333 Collins Street.  Our main business is in the procurement and defence of intellectual property rights including patents, trademarks, and designs for our clients both domestically and internationally.

We operate at the forefront of innovation and technology, providing our people with opportunities to contribute to real and rewarding outcomes. Our client base is diverse and ranges from individual inventors through to leading multinational corporations.

We are committed to fostering a culture of engagement and collaboration, where our people feel supported and empowered in their roles.

Our inclusive culture enables us to perform at a high level, ensuring we can provide our clients with considered and innovative outcomes. POF was officially recognised as an Inclusive Employer 2021-22 by the Diversity Council of Australia.

About our workplace

On a day-to-day basis, we work with innovative clients to protect their ideas and inventions locally and internationally.

POF prides itself on valuing its people and the diversity and innovative thinking our people bring to our business. Our culture is built on principles of inclusion, respect, and integrity. Our employees enjoy challenging work in a collegial team-based environment with a genuine work/life balance.

Apart from working in a supportive, inclusive, and welcoming environment, POF employees enjoy access to a range of benefits and initiatives including:

  • Gender-neutral paid parental carers leave.
  • Salary continuance.
  • Generous leave provisions.
  • Flexible and hybrid working arrangements.
  • Health and wellbeing programs.
  • Reward and recognition program including discretionary bonuses.

We encourage and welcome applications from people living with disability, Aboriginal and Torres Strait Islander peoples, LGBTQIA+ people, all genders, people from culturally and linguistically diverse backgrounds and mature age people.

Should you require any specific support or adjustments throughout the recruitment process and beyond, please let us know and we will be happy to assist.

How to Apply

Click here to apply with your resume and cover letter.

Agencies, please note: All vacancies are managed by our People & Development team. Should external assistance be required we will reach out to our preferred Recruitment Agency providers.