Executive Assistant

We are seeking an Executive Assistant to join our Effective Governance team in our Brisbane office.

24th June, 2024

Effective Governance is the governance and risk advisory practice of HopgoodGanim Lawyers. Effective Governance specialise in providing advice to boards and executive teams across Australia and the Asia Pacific region to help them perform, achieve compliance, and deliver good practice board and organisational governance. The team of governance advisors offer a wealth of experience in their speciality areas of expertise and include current and former board chairs and directors, organisational behaviour and human resource consultants, academics, researchers, CFO’s and regulators.
 
About the role

Effective Governance is currently seeking an experienced and motivated Executive Assistant to join the team. As an Executive Assistant (EA) you will provide executive and business support to the Effective Governance Director as well as business support to the Senior Advisor, the Senior Research Advisor and the Business Analyst in delivering client services and advice, including general office and administration activities which includes the timely and accurate attention to the firm’s billing software (Aderant) for the team, travel and accommodation bookings and business development functions/opportunities.
The EA will also act as a point of liaison between the project team and clients, and internal and external stakeholders, taking charge of overseeing the lifecycle of multiple client projects while also managing bid coordination, team resourcing and financial aspects of each project.
The EA will, with the support of the Director, be pivotal in ensuring projects are completed successfully, on time, within budget, and to the highest quality standards. A key part of this role is to identify and mitigate risks which may impact successful delivery of projects.

Our Executive Assistant will:

• Provide administrative and business support to the Effective Governance team.
• Prepare agendas and reports for sales, management, and board meetings.
• Draft client proposals, project timelines and manage tender processes.
• Establish and maintain relationships with clients and stakeholders, ensuring alignment on project goals and expectations.
• Attend to file opening and management.
• Coordinate client meetings, interviews, and internal team meetings.
• Attend client interviews when required to record notes, provide support and information related to key project details such as team resourcing, timeframes etc.
• Provide support in preparation and finalisation of client reports and presentations ensuring QA.
• Manage and coordinate staff travel arrangements (domestically and internationally).
• Manage client enquiries and requests received via the eG website portal or email and forward enquires to the director for action.
• Identify business development opportunities and technology improvements.
• Monitor project progress, identifying potential risks and implementing mitigation strategies.
• Manage project budgets, tracking expenses and financial performance.
• Conduct regular project reviews, capturing lessons learned and implementing process improvements.
• Manage multiple, concurrent client projects, providing clear direction and guidance according to project plans and timelines.
• Liaise and provide support and/or data to the HG Finance team as required through timely and accurate attention to the firm’s billing software (Aderant) for the team.
• Manage the sales funnel including updating professional fees and entering new client proposal details and provide frequent updates related to monthly budget, etc.
• Manage and track QLD government projects/billings and report quarterly.
• Manage staff credit card reconciliation including tracking expenses to be passed onto clients and staff reimbursements.
• Be responsible for debtor management and follow up of overdue invoices.

24th June, 2024

Effective Governance is the governance and risk advisory practice of HopgoodGanim Lawyers. Effective Governance specialise in providing advice to boards and executive teams across Australia and the Asia Pacific region to help them perform, achieve compliance, and deliver good practice board and organisational governance. The team of governance advisors offer a wealth of experience in their speciality areas of expertise and include current and former board chairs and directors, organisational behaviour and human resource consultants, academics, researchers, CFO’s and regulators.
 
About the role

Effective Governance is currently seeking an experienced and motivated Executive Assistant to join the team. As an Executive Assistant (EA) you will provide executive and business support to the Effective Governance Director as well as business support to the Senior Advisor, the Senior Research Advisor and the Business Analyst in delivering client services and advice, including general office and administration activities which includes the timely and accurate attention to the firm’s billing software (Aderant) for the team, travel and accommodation bookings and business development functions/opportunities.
The EA will also act as a point of liaison between the project team and clients, and internal and external stakeholders, taking charge of overseeing the lifecycle of multiple client projects while also managing bid coordination, team resourcing and financial aspects of each project.
The EA will, with the support of the Director, be pivotal in ensuring projects are completed successfully, on time, within budget, and to the highest quality standards. A key part of this role is to identify and mitigate risks which may impact successful delivery of projects.

Our Executive Assistant will:

• Provide administrative and business support to the Effective Governance team.
• Prepare agendas and reports for sales, management, and board meetings.
• Draft client proposals, project timelines and manage tender processes.
• Establish and maintain relationships with clients and stakeholders, ensuring alignment on project goals and expectations.
• Attend to file opening and management.
• Coordinate client meetings, interviews, and internal team meetings.
• Attend client interviews when required to record notes, provide support and information related to key project details such as team resourcing, timeframes etc.
• Provide support in preparation and finalisation of client reports and presentations ensuring QA.
• Manage and coordinate staff travel arrangements (domestically and internationally).
• Manage client enquiries and requests received via the eG website portal or email and forward enquires to the director for action.
• Identify business development opportunities and technology improvements.
• Update key project template documents, including client contact sheets.
• Monitor project progress, identifying potential risks and implementing mitigation strategies.
• Manage project budgets, tracking expenses and financial performance.
• Conduct regular project reviews, capturing lessons learned and implementing process improvements.
• Manage multiple, concurrent client projects, providing clear direction and guidance according to project plans and timelines.
• Liaise and provide support and/or data to the HG Finance team as required through timely and accurate attention to the firm’s billing software (Aderant) for the team.
• Manage the sales funnel including updating professional fees and entering new client proposal details and provide frequent updates related to monthly budget, etc.
• Manage and track QLD government projects/billings and report quarterly.
• Manage staff credit card reconciliation including tracking expenses to be passed onto clients and staff reimbursements.
• Be responsible for debtor management and follow up of overdue invoices.

About you 

To join our high performing team, you will demonstrate the following skills and attributes:

• High-level initiative and problem-solving skills.
• Work with minimal oversight.
• A proactive approach and willingness to contribute to the team delivery of exceptional client service and outcomes.
• Ability to multi-task and manage various concurrent projects.
• High – level attention to detail and strong written and verbal communication skills.
• Approachable, courteous, and helpful client liaison and telephone response manner.
• Supportive and collaborative approach to working with other team members.
• Previous experience in executive assistant, business support or office management type role.
• Demonstrated ability to operate with a client billing software (Aderant).
• Demonstrated skills with Microsoft Office applications – Outlook, Word, PowerPoint and Excel.
• Experience with time sheets/recording and CRM systems.
• Technologically literate with an ability to learn new systems.

This role has the potential to develop the skills of the incumbent in areas of governance research/analysis and client deliverables if a willingness is demonstrated.

About us

Regularly featured in Doyle’s Guide and The Best Lawyers, HopgoodGanim Lawyers are recognised as a leading law firm in Australia. Located in Waterfront Place we have a range of benefits waiting for you, including:

• purchased leave program and a generous parental leave policy;
• employee assistance programs, flu vaccinations, and other initiatives to support your health and wellbeing;
• firmwide events, including mid and end of year celebrations;
• client and recruitment referral incentive schemes; and
• community service leave, including opportunities to work with the Salvation Army on Christmas campaigns.

If you are someone who takes their work seriously but doesn’t take themselves too seriously, someone who looks for solutions rather than problems and someone who never says, ‘that’s not part of my job’, then HopgoodGanim is the right firm for you. Here, you won’t just be a small piece of a big machine; you will be a key and essential part of the team. Every member of our team is focused on the delivery of exceptional outcomes for our clients and on providing a level of service that is second to none. With a unique culture, the firm is recognised as a place where people are supported and enjoy working.Apply For Job #J-18808-Ljbffr

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