Legal Assistant (Trademarks)

About UsAt Griffith Hack, we’re using the lens of IP to give clients a fresh perspective on markets, business opportunities, innovation and brands. Beyond simply protecting IP, we help businesses grow through focusing on the outcomes that support commercial sustainability and innovation. Part of the IPH Group, we are an established IP services firm with a long history and national presence. Our team is made up of high performing individuals and world class experts who seek to understand our clients’ needs with curiosity and attentiveness. Who We NeedWe are seeking someone who is organised and detail-orientated to provide high level practice and administrative support to multiple fee-earners within our Law/Trade Mark Group. The duties of this position include working on Law/TM matters and ensuring that the fee earners practices are properly maintained and that case deadlines are met in a timely manner. Key ResponsibilitiesPractice ManagementMonitor and take appropriate action for incoming correspondence (including emails and letters) and update the database where required.Efficient management of case deadlines through use of internal systems, reporting mechanisms and case management data for multiple fee earners’ practices.Liaise with clients directly with the support and instructions from fee earners.Managing the fee earners WIP (Work in Progress) list and other business hygiene reports.Maintaining and understanding special requirements of the fee earner’s external clients.Deal with sensitive and confidential issues/matters.Working in a team environment and enlisting the assistance of other team members or providing assistance to other team members to ensure work is completed to a high standard and deadlines are met.Work in accordance with predetermined workflow processes, ensuring delegation and escalation pathways are followed including delegation of tasks to other teams within the firm. AdministrationEnter cases and client details in the database and ensure cases that are worked on in the database are updated to reflect the most current status, monitor deadlines and record client requirements correctly.Diligent set up, maintenance and understanding the content of electronic files, including tasks relating to client onboarding and off boarding.Deal with sensitive and confidential issues/matters.Prepare correspondence/documents consideration and signing for multiple earners.Prepare and file documents with the Courts and other authorities.Enter multiple fee earners’ time into the accounting system as required.Prepare a range of basic to complex invoices to clients, include checking and applying billing instructions in accordance with billing practices.Respond, take appropriate actions and create file notes (where applicable) of incoming calls from clients, including in the absence of the fee earners.Attend to Trust Account matters, including preparation of trust account forms and documentation.Other ad hoc tasks as required such as assisting with marketing initiatives and events, travel management, payment of memberships and professional annual renewals. About YouAt least two to three years’ experience as an IP Secretary in a similar environment.Experience using accounting software and sound knowledge with client billing processes (preferred).Experience using Outlook, Word, PDF software, client management portals and document management system (or similar).A practical, service driven, resilient and agile style with a high level of maturity and a grounded approach.Ability to prioritise and independently and pro-actively complete tasks and projects as directed across all areas of the business where required.A team-oriented person with a strong ability to delegate or escalate tasks, provide direction and effectively communicate with other team members.Excellent verbal and written communication skills with high levels of attention to detail and accuracy. Qualifications (preferred but not essential)Administrative Certificate/DiplomaCertificate II in Business Law Administration (Legal)Certificate IV in Legal Services How To ApplyIf this role sounds like you, and you have work rights in Australia, we’d love to talk. Please email HRgriffithhack@griffithhack.com.au with:Your CV & Contact DetailsWhy you are interested in this position Note: This description is an indication of the minimum responsibilities required of the position. It is not intended to define specific duties or responsibilities, or to limit or modify the right of management to assign and direct the work of staff under supervision. It should not be taken to exclude other duties not mentioned that require a similar level of competency or to limit growth or change of responsibilities within the role over time to align to business needs. Successful candidates will undergo a standard pre-employment screening as part of the hiring process within the IPH Group. This process may include verifying key information such as your identity, qualifications, references, and criminal history. By submitting your application, you acknowledge that you may be required to complete any necessary background checks relevant to the role.