Jessica Rees
Sydney,NSW
Summary
Experienced Executive Secretary provides comprehensive administrative support to upper level team. Adept at managing calendars, preparing reports and coordinating meetings. Demonstrates excellent customer service, problem-solving, and communication skills, with five years of experience in legal administration and a year's managerial experience.
Overview
16
16
years of professional experience
Work History
Executive Assistant to the Chief Executive Officer
William Roberts Lawyers
10.2023 - 04.2024
- Provide high level day-to-day executive support.
- Diary management for internal and external meetings.
- Proactively manage incoming and outgoing communications.
- Prepare, collate and review correspondence, reports, agendas and presentations.
- Coordinate meetings including preparation and distribution of papers and attendance as minute taker.
- Build strong relationships with a diverse range of clients.
- Provide executive support to other members of the office.
- Process invoices and credit card expenses.
- Provide support and assistance with other duties as required.
Executive Assistant
Derwent Search
04.2023 - 10.2023
- Prepare and proof-read documentation such as Proposals, Executive Briefs and/or Candidate Information Packs, Search Progress Reports and Candidate Reports.
- Prepare necessary interview / panel / meeting paperwork.
- Update candidate CV and contact details on Bullhorn.
- Typing of Assignment Specifications and other documentation.
- Schedule referee calls and create reference check documents for consultants to complete.
- Close job files immediately as a recruitment assignment has been placed and record information accurately.
- Finance support; manage consultant's expense claims; cab charge reconciliations etc.
- Maintain highest level of database integrity: all actions accurately and regularly captured (interviews, visits, emails, placements)and information (candidate CV's, contact details, codes etc).
- Ad-hoc tasks & projects across office.
- Prepare presentations.
- Additional ad hoc tasks as required.
LEGAL SECRETARY
Piper Alderman
03.2021 - 12.2022
- Communicate with the client to understand their wants, needs, and special requests for the event
- Plan and organize the event from concept to finish in accordance with the preference of the client
- Create a budget that suits the client's need and maintain it
- Select the most suitable location or venue; book, prepare, and arrange it for the event
- Attend event to oversee activities and ensure details are handled as planned
- Address any dispute that may arise, and remain on site after the event is over to ensure proper clean up
- Work with and give guidance to volunteers and staff involved in event planning and execution
- Negotiate and contract with vendors such as photographers, florists, caterers, technical and transportation services on a variety of goods and services like security, lighting, sound equipment, displays, stages, parking, food and drink and any other essential item to ensure the success of the event
- Monitor delivery of goods and services to ensure contract terms are satisfied; adhere to legal, insurance, and health and safety regulations
- Perform other related duties as may be assigned or requested by clients.
- Competent in the use of Microsoft Office including Word, Excel and Outlook.
- Competent in Inbox management of high traffic daily reviews and replying of same day enquiries.
- Competent in the use of client management systems.
- Competent in complex and high-volume billing.
- Has a strong ‘client service' approach.
- Committed to producing quality work whilst maintaining a strong client focus
- Ability to communicate effectively in both oral and written formats.
- Has a positive and flexible approach to working in a busy law firm.
- Ability to take initiative to get things done, follow up review of documents with senior associates and partners and deliver to a high level of quality.
- Ability to work harmoniously in a team environment in an organised manner.
- Ability to work under pressure and to deadlines.
LEGAL SECRETARY
Paul A. Brown & Co
08.2020 - 02.2021
- Proficient with transcription of digital dictations
- Preparing correspondence using precedent and legal forms
- Assisting with property settlements using PEXA
- Opening, closing, and archiving of files according to office policy
- Photocopying, printing, scanning, and binding of documents
- Electronic document management with Smokeball Client Software and conducting searches on InfoTrack, PPSR, and ASIC
- Preparing leases from Heads of Agreement
- Assisting in the preparation of Contracts for the sale and or purchase of Residential and Commercial properties
- Liaising with clients, Solicitors, and Real Estate Agents
- Drafting Residential Property Transfer documents
- Drafting initial letters and Costs Agreements for sale and purchase of Residential and Commercial properties.
LEGAL SECRETARY
People2People – Office of the Director of Public Prosecutions
01.2020 - 07.2020
- Delivering high-quality support for the provision of an efficient and effective prosecution service
- Providing general administrative and clerical support
- Reception service including screening phone calls with a professional and timely manner
- Legal support to ODPP staff, Crown Prosecutors and other Counsel
- Registering and update matters; maintain files, briefs, file notes and records of proceedings; organize of court lists witnesses, exhibits, meetings, diaries and conferences
- Liaise with police, legal practitioners, witnesses, and court registry staff to obtain and provide all necessary information and assistance
- Provide general legal support including drafting correspondence, photocopying, records and supply management, reception work, mail delivery and photocopying.
LEGAL SECRETARY
Graham, Evans & Partners
05.2017 - 08.2017
- Professional communication with witnesses, clients, and colleagues
- Maintained schedules of partners including court diaries
- Organized delivery of legal correspondence to clients, witnesses and court officials
- Preparation of court documents to be filed before deadlines.
LEGAL SECRETARY
Compton Group - WorkWales
09.2016 - 12.2016
- Accurately complete audio and copy typing tasks using big hand software
- Conduction of Land Registry Searches
- Drafting letters, Legal documents, and preparation of court documents in adherence to partners' deadlines.
ADMINISTRATIVE ASSISTANT
Ratio Law
01.2016 - 05.2016
- Secretarial duties including scheduling meetings and client appointments, filing, typing, copying, binding, and scanning
- Greeting of visitors and clients
- Inventory management through regular stock checks, anticipating supply needs and verifying invoices from suppliers.
RECEPTIONIST
Wales Probation Trust
11.2014 - 02.2015
- Greet visitors and notify relevant workers of their arrival
- Clerical support for visitors forms and queries
- Resolve challenging situations in a tactfully and calmly.
LEGAL ADMINISTRATIVE ASSISTANT
Angle Chambers
05.2008 - 11.2008
- Inventory management of two offices during a busy relocation
- Coordinated meetings and organizing room bookings
- Optimization of digital and hard copy filing systems
- Drafting appointment letters, legal documents, and case files.
Education
Prince of Wales Trust Young Enterprise -
01.2017
BIIAB Level 2 Certificate in Cellar Management -
Quality Cask and Keg
Oxford, UK06.2016
Diploma in Legal Studies -
01.2016
Higher Education Diploma in Law -
09.2012
Access to Higher Education Diploma in Law -
Gower college
Swansea, UK01.2011
Skills
- Lotus Notes
- Big Hands Digital dictation Software
- WinScribe Dictation Software
- Microsoft Office Suite
- Smokeball (Similar to LEAP)
- InfoTrack Property, Company and Personal search
- JusticeLink online filing management
- Case Research
- Interpersonal
- Presentation (with powerpoint)
- Supreme Court Filing
- Affinity
Websites
Other Employment Positions
- TRAINEE CHEF, The Bull & Butcher Bistro, 11/2017, 09/2019
- FRONT OF HOUSE MANAGER, The Bull & Butcher Bistro, 05/2016, 09/2016
- CONCIERGE, SAGE, 10/2015, 01/2016
- PERSONAL ASSISTANT, Private Client, 10/2014, 07/2015
- SALES ASSISTANT, British Home Stores, 09/2014, 01/2015
- ASSISTANT, Hayes Recruitment, 09/2014, 01/2015
- ASSISTANT, Virgin Media, 10/2009, 01/2010
- SALES ASSISTANT, Virgin Media, 08/2006, 05/2008
References
Written references and contact details can be provided upon request.
Timeline
Executive Assistant to the Chief Executive Officer
William Roberts Lawyers
10.2023 - 04.2024
Executive Assistant
Derwent Search
04.2023 - 10.2023
LEGAL SECRETARY
Piper Alderman
03.2021 - 12.2022
LEGAL SECRETARY
Paul A. Brown & Co
08.2020 - 02.2021
LEGAL SECRETARY
People2People – Office of the Director of Public Prosecutions
01.2020 - 07.2020
LEGAL SECRETARY
Graham, Evans & Partners
05.2017 - 08.2017
LEGAL SECRETARY
Compton Group - WorkWales
09.2016 - 12.2016
ADMINISTRATIVE ASSISTANT
Ratio Law
01.2016 - 05.2016
RECEPTIONIST
Wales Probation Trust
11.2014 - 02.2015
LEGAL ADMINISTRATIVE ASSISTANT
Angle Chambers
05.2008 - 11.2008
Prince of Wales Trust Young Enterprise -
BIIAB Level 2 Certificate in Cellar Management -
Quality Cask and Keg
Diploma in Legal Studies -
Higher Education Diploma in Law -
Access to Higher Education Diploma in Law -
Gower college
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