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Title:  Administration Assistant - Legal

Job Number:  12102

Melbourne, VIC, AU, 3000

About John Holland

We’re all about transforming lives by finding solutions to complex challenges. We do that by providing leading design, engineering, construction and asset operations, across infrastructure, transport, building and property in Australia and New Zealand.

From the epic, to the intimate, everything we do improves life for someone, somewhere. It gives our business momentum and means we approach things a little differently.

While our competitors talk about what they do, we focus on why we do it. We transform communities to make them easier to move around, more connected and better to live in.

Are you up for the challenge?

About You and the Role

This varied role will provide comprehensive administrative support to our regional General Counsel and legal team, based at our landmark new office on Flinders Street.

You will be an energetic people person with an unflappable nature, exceptional organisational and administrative skills, the ability to juggle competing priorities and get things done, as well as confidence in working directly with stakeholders at all levels both internally and externally. You will be polished and articulate, have the utmost respect for confidentiality and sensitive information, thrive under pressure, like getting your hands dirty and be a natural problem solver.

Tasks will include assisting in the preparation and finalisation of a range of legal and commercial documents, maintenance of legal and commercial records, compiling reports, processing and completion of forms, data entry, stakeholder communications, organisation of team meetings, event logistics and secretarial/PA support as required.

Responsibilities of the role include;

  • Assisting in the preparation and finalisation of correspondence, documents, reports, presentations, and publications as required
  • Developing and maintaining office filing and database systems, storing information accurately and safely
  • Ensuring expenses, invoices and timesheets are processed as required
  • Providing administrative support which may include arranging and attending meetings, conferences, functions, taking and distributing minutes, and making travel and accommodation arrangements.
  • Providing customer service to relevant clients, external legal providers, subcontractors, and community stakeholders as required
  • Assisting other team members with JH systems and programs
  • Organising office processes, workspace, office supplies and equipment
  • Conducting ad-hoc research as requested.

To be successful in this key role, you must have;

  • 3+ years experience in a corporate legal office environment
  • TAFE certificate or equivalent in Business and Administration, legal administration or other associated disciplines
  • Knowledge of administration and document management practices
  • Use of databases and systems, advanced MS Office suite and SharePoint
  • Exceptional attention to detail and accuracy

As part of the team, you help us deliver on our promise to transform lives

Your success is reflected in ours, so we’re committed to being an employer of choice. We pride ourselves on having a diverse and inclusive workplace, as different perspectives and ideas will deliver our long-term success.

We’ll do all we can to help you develop your skills, and make a difference, right from the start. We have a flexible workplace and focus on all aspects of your physical and mental health and safety. We want you to be with us for the long-term, so providing you with rich career experiences and ongoing development is our priority.

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