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Service Summary
We are seeking an experienced and proactive Practice Manager to become the trusted right-hand person to the Founder and Principal Solicitor of our growing Australian immigration law firm.
This is a hands-on leadership role responsible for overseeing the firm's day-to-day operations, leading the administrative team, improving business systems, documenting processes, and ensuring the practice runs efficiently. You will leverage AI tools and automation to streamline workflows and drive operational excellence. You will also provide Executive Assistant support to the Principal, managing communications, scheduling, and key priorities so they can focus on clients, legal matters, and strategic growth.
Service Deliverables
- Manage the day-to-day operations of the practice.
- Act as the Principal's primary operational support, helping manager priorities and drive key initiatives.
- Lead, mentor, and manage the administrative and legal support team.
- Develop, document, and continuously improve business processes and Standard Operating Procedures (SOPs).
- Design and implement workflows using AI tools such as (Google Gemini, Claude, or similar platforms) to automate repetitive tasks and improve team efficiency. Oversee the firm's entire business operations, ensuring all departments and functions are aligned and operating effectively.
- Oversee the clients onboarding, service standards, and workflow management. Act as a gatekeeper and communication hub for the Principal, managing internal and external stakeholder communications with professionalism and discretion. Provide Executive Assistant support to the Principal, including calendar management, inbox triage, meeting coordination, travel arrangements, and preparation of correspondence and briefing materials.
- Monitor team performance, productivity, and accountability.
- Assist with practice administration, reporting, billing, and business planning.
- Ensure compliance with firm policies and maintain organised systems and documentation.
Qualifications
Essential
- Minimum 5 years' experience in a Practice Manager, Operations Manager, Executive Assistant, or similar leadership role.
- Experience working in a law firm or professional services environment.
- Proven ability to build systems, design workflows, document SOPs, and drive continuous improvement across business operations.
- Strong leadership, organisational, and project management skills.
- Excellent written and verbal English communication.
- High attention to detail with a proactive, solutions-focused mindset.
- Ability to work independently and confidently make decisions.
Experience providing Executive Assistant or Chief of Staff support to a senior leader, including diary and inbox management. Demonstrated experience using AI productivity tools (e.g. Google Gemini, Claude, ChatGPT) to automate tasks, create workflows, and improve operational efficiency.
Desirable
- Experience supporting an Australian legal practice.
- Knowledge of Australian immigration law or migration services.
- Experience with legal practice management software such as Smokeball, LEAP, Clio, or Actionstep.
Familiarity with project management tools such as Notion, Asana, ClickUp, or Monday.com.
Hands-on experience with AI platforms such as Google Gemini, Claude, or similar tools for workflow design and automation.
What We're Looking For
We're looking for someone who takes ownership, anticipates what needs to be done, and enjoys creating structure in a growing business. You will be a trusted partner to the Principal - an operational leader and personal right-hand. You will be comfortable managing the big picture of the firm's entire operations while also rolling up your sleeves on EA tasks. You will embrace AI and modern tools to build a smarter, more efficient practice, and you will lead the team with accountability, clarity, and care.