Litigation & Commercial Assistant

Working as part of a skilled support team, this position provides hands-on administrative and operational support across a range of matters. This role manages a variety of tasks and demands strong teamwork, organisational skills, attention to detail, and the ability to juggle competing priorities in a fast-paced environment.

Key Responsibilities

• Typing and formatting legal documents and correspondence promptly and accurately.
• Diary management.
• Maintaining reminder systems to track important deadlines and client commitments.
• Preparing, reviewing, and filing documents with relevant government agencies, courts, or registries as required (e.g., Companies Office, High Court, IPONZ, IP Australia).
• Drafting and preparing standard letters, notices, and routine client correspondence relating to legal matters.
• Assisting with contract and agreement preparation.
• Liaising with clients, third parties, and government bodies to obtain documents or information as directed.
• Maintaining and updating client and matter records in AJ Park’s case management and email systems.
• Managing and prioritising deadlines related to filings, renewals, or other commercial commitments.
• Invoice preparation.
• Supporting compliance tasks such as company registrations, renewals, and statutory filings.
• Taking phone messages, acting on instructions, and providing timely communication to lawyers and clients.
• Identifying opportunities for continuous improvement in administrative processes.

Experience

• At least 5 years’ experience as a legal assistant – IP and/or litigation experience would be advantageous.
• Strong proficiency with Microsoft Office (Outlook, Word, Excel) and aptitude for learning new systems.
• Experience with case management systems and document automation tools.

Skills

• Excellent organisational skills with the ability to multitask, prioritise, and meet deadlines in a busy setting.
• Excellent attention to detail
• Strong communication skills, both written and verbal.
• Positive, proactive approach with the ability to work as part of a collaborative, connected team.
• The ability to establish good relationships with stakeholders.
• The ability to respond rapidly and troubleshoot issues confidently and effectively.
• Discretion and ability to maintain confidentiality.