Practice Administrator (Secretary/EA) - Data Intelligence

About Clayton Utz

Clayton Utz is Australia's leading full-service commercial law firm, known for our commitment to excellence, innovation, and delivering exceptional client service. With a strong focus on collaboration and professional development, we empower our people to thrive and make a meaningful impact.

The Role
We have an exciting opportunity for an experienced and tech-savvy legal secretary to join our Data Intelligence practice in Sydney as a Practice Administrator (PA) on a full-time, permanent basis.

In this pivotal role, you will provide high quality administrative and secretarial support to partners and team leads. Beyond the traditional PA responsibilities, you will have the opportunity to drive innovation by integrating new processes, streamlining operations, and leveraging technology to enhance efficiency across the practice.

As part of a collaborative group of PAs, and we are seeking someone who can grow into a leadership voice within that group - someone who inspires others, shares knowledge, and sets the benchmark for operational excellence.

At Clayton Utz, we pride ourselves on fostering a friendly and inclusive team culture where you are encouraged to bring your authentic self to work. We offer a flexible and rewarding work environment that values collaboration, collegiality and professional growth.

Key Responsibilities

In this varied role, you will:

• Provide high-level secretarial and administrative support to partners and team leads in the Data Intelligence practice, ensuring seamless day-to-day operations.

• Actively manage diaries, emails, phones, and voicemail for Partners and team leads, ensuring effective communication and time management.

• Collaborate with fee-earners to support general administrative tasks, client management, timesheets and other ad hoc tasks, delivering exceptional service to our clients.

• Oversee and execute the general accounts management processes, client reporting and monthly billing for the practice group

• Manage file and matter management including conducting conflict checks and handling matter openings and closures. 

• Organise and maintain calendars for partners and team leads, coordinating meeting requirements such as room bookings, attendee invitations, preparation of resource materials, catering, and scheduling.

• Correspond and coordinate with clients and internal Clayton Utz teams (including Front of House, Finance and IT).

• Identify opportunities to integrate new processes, tools and workflows that improve team efficiency and reduce manual effort.

• Assist with the preparation of presentations, correspondence and similar documents.

• Arrange meetings and travel arrangements,  ensuring all logistics are managed effectively.

• Contribute to a culture of continuous improvement within the PA group, sharing best practices and supporting colleagues.

Skills & Experience
To be successful in this role, you will have:

• Minimum 5 years' secretarial experience supporting Partners or C-level executives, ideally within a law firm or professional services environment. 

• Proven ability to handle confidential information with discretion and professionalism. 

• A proactive, solutions-focused approach, with the initiative to own tasks and see them through to completion. 

• Highly organised, with strong prioritisation skills to manage competing deadlines in a fast-paced environment. 

• Commercial awareness of legal practice drivers, and the ability to support partners and team leads with practice management. 

• A systems-thinking mindset — seeing the bigger picture, not just the task in front of you. 

• Excellent written and verbal communication skills. 

• Flexible and collaborative, adapting easily to different stakeholders' working styles. 

• Experience with client billing processes and financial software such as Aderant or CMS. 

• An interest in process improvement and technology, with the ability to drive efficiency and support the team through change. 

• Advanced Microsoft Office skills (Word, Excel, PowerPoint, Outlook). 

How to Apply?

We prefer to work directly with candidates, if you are interested in this role, please click the ‘Apply’ button or contact the consultant, details below, for more information. Clayton Utz is an inclusive employer that supports flexible work arrangements, please feel free to discuss your flexibility needs with the recruiter for this role.

Consultant Contact Details

Nicole St John, (02) 9353 4928

Accessibility and Inclusion

We are committed to making reasonable adjustments to provide a positive, barrier-free recruitment process. Do you require any support or reasonable adjustments to complete your application? If so, please contact the recruiter via the above telephone number or via email to [email protected].

For more information on Clayton Utz, please visit www.claytonutz.com or follow us on LinkedIn here.

Agency submissions

Clayton Utz does not accept agency submissions unless the agency is specifically contacted by a member of the Clayton Utz Recruitment Team. Please do not forward candidate profiles or resumes to Clayton Utz partners, hiring managers or other employees - this will not constitute as an introduction to the firm and Clayton Utz will not be liable for a fee.