Services Assistant

Job description

About Gilbert + Tobin Gilbert + Tobin is built on enduring values of excellence, trust, respect, integrity and good corporate citizenship. We are a leading firm with over 500 lawyers, trusted by our clients to navigate today’s increasingly complex world. We are purpose-built for our clients’ most complex work - across transactions, disputes and regulation. Our partners are leaders in their fields, delivering the highest quality of legal advice and providing an exceptional edge for our clients. They also provide our lawyers the opportunity to work with and learn from them. We are innovators in the use of technology, redefining value and service in the legal industry. Our open, merit-based culture attracts and inspires the best legal talent. Founded in 1988, G+T’s journey has been one of relentless ambition and rapid progress, achieving extraordinary success in just over three decades. We remain as determined as ever to be the best it’s possible to be. About our Services team With a presence in each office, our Services team provides professional support to internal and external clients. The team works together to ensure every client has a positive first impression that supports and enhances the Gilbert + Tobin brand. The Services team supports a broad range of functions including front of house, meeting rooms and events, mailroom, facilities management, work health and safety, office presentation, administrative support and workplace experience. About the role We are seeking a full-time Services Assistant to join our friendly and high-performing Services team in Melbourne. This is a varied, hands-on role combining front of house, administration assistant and office support responsibilities. You will play an important role in the day-to-day running of our Melbourne office, including the upkeep and presentation of the office and helping to deliver a professional and welcoming experience for our clients and people. As part of the role, you will be required to provide professional front of house assistance and provide leave coverage for Executive Assistants across the firm, supporting partners and lawyers with diary management and other administrative requirements. We are looking for someone who enjoys variety, takes pride in providing a high level of service and is willing to contribute wherever needed. Whether supporting a partner, welcoming a client or helping maintain a clean, tidy and well-presented office, you will bring a proactive, flexible and team-focused approach. Key responsibilities Reporting to the Services Manager in Melbourne, you will: Provide administrative and coordination support to the Services team and act as a relief Executive Assistant, providing leave coverage across various practice groups Provide a high level of administrative support to partners and lawyers, including diary management, correspondence and document preparation Provide professional front of house support as required, including meeting and greeting clients and visitors and responding to service requests Coordinate meeting room bookings, setup and clearing, ensuring rooms are clean, tidy and professionally presented Assist with the coordination and smooth running of firm and client events Support the day-to-day running of the office, including mailroom and facilities functions Monitor and restock stationery, kitchen and general office supplies Maintain kitchens and shared office spaces, including tidying, cleaning and restocking throughout the day Help maintain the overall presentation and cleanliness of the office, proactively addressing areas requiring attention Support WHS initiatives, including incident reporting and safety compliance Contribute to process improvements, team projects and other ad hoc Services activities as required About you To succeed in this role, you will have: Previous front of house, reception or corporate hospitality experience Previous experience in a corporate environment as an assistant or in a similar administrative support role Excellent organisational and time management skills A proactive, hands-on attitude and willingness to help wherever needed Strong written and verbal communication skills with a professional, approachable manner Proficiency in Microsoft Office and confidence learning new systems A high level of attention to detail and pride in maintaining a polished environment A reliable, flexible, collaborative mindset and the ability to work effectively across teams If you enjoy variety, take pride in presentation and are looking for a hands-on role that blends administrative support with operational responsibility, this is an excellent opportunity to grow within a leading Australian law firm. What we will offer you First of all, you’ll be working alongside a happy, close-knit, friendly and high-performing team. G+T prides itself on being a great place to work. G+T offers a friendly, flexible and professional working environment with benefits such as additional annual leave, subsidised gym membership, exclusive discounts, and regular team gatherings — including monthly Friday night drinks, birthday celebrations and dinners. Our benefits are designed to help our employees manage their lifestyle needs and to reward them for being part of the team. From financial rewards to health and wellbeing, outstanding learning and development opportunities, flexibility and innovation – view the benefits of being part of the G+T team here: At 101 Collins Street, you’ll also enjoy luxury end-of-trip facilities including bike racks, showers, towels, airing cupboards and ironing stations. Our exclusive wellness space – RISE – delivers holistic health and fitness experiences in a premium environment with group classes and more. Please submit your interest via our career’s website with a resume. We are committed to providing and maintaining a diverse and inclusive environment and a culture where everyone feels valued and empowered to contribute.