About Us

At Griffith Hack, we’re using the lens of IP to give clients a fresh perspective on markets, business opportunities, innovation and brands.

Beyond simply protecting IP, we help businesses grow through focusing on the outcomes that support commercial sustainability and innovation.

Part of the IPH Group, we are an established IP services firm with a long history and national presence. Our team is made up of high performing individuals and world class experts who seek to understand our clients’ needs with curiosity and attentiveness

Who We Need

We are seeking an organised and detail-oriented Legal Assistant to provide high level practice and administrative support to multiple fee-earners within our Law/Trade Mark Group.

This is a 6-month temporary position based in Melbourne, with an immediate start (preferable). The role will work across a diverse range of Law/Trade Mark matters, ensuring fee-earner practices are effectively maintained and case deadlines are met in a timely manner.

The successful candidate will be organised, proactive and service-driven, with the ability to manage competing priorities, work to deadlines and build strong relationships with internal and external clients.

Key Responsibilities

• Provide high level practice and administrative support to multiple fee-earners across the Law/Trade Mark Group, ensuring matters are effectively managed and deadlines are met.
• Monitor incoming correspondence, maintain accurate case and client information, and manage electronic files, including client onboarding and offboarding.
• Monitor and manage case deadlines using internal systems, reporting mechanisms and case management data, ensuring appropriate workflows, delegation and escalation processes are followed.
• Manage fee-earner WIP (Work in Progress) lists and other business hygiene reports, with a particular focus on end-of-month (EOM) billing processes.
• Prepare and process client invoices, including reviewing WIP, entering fee-earner time, checking billing instructions and applying client-specific billing requirements.
• Liaise with clients and respond to enquiries, taking appropriate action and maintaining strong relationships with internal and external stakeholders.
• Prepare correspondence and documents, file documents with Courts and other authorities, and attend to Trust Account matters as required.
• Support the wider team with ad hoc tasks, including marketing initiatives and events, travel management, memberships and professional annual renewals.

About You

• Previous experience as an IP Secretary or Legal Assistant, with experience in the IP industry advantageous.
• Strong experience with EOM billing, including WIP management, client invoicing and applying client-specific billing requirements.
• Experience using IP case management software, specialised IP databases and accounting or finance systems.
• Strong organisational and time management skills, with the ability to manage competing priorities and meet deadlines.
• A proactive, service-driven and adaptable approach, with the ability to work autonomously and as part of a collaborative team.
• Excellent communication skills, with a high level of attention to detail and accuracy and the ability to build strong relationships with clients and colleagues.

How to Apply

If this role sounds like you, and you have work rights in Australia, we’d love to talk.

Please submit your application via our online careers portal, including your CV and a brief cover letter outlining your interest in the position.

Note: This description is an indication of the minimum responsibilities required of the position. It is not intended to define specific duties or responsibilities, or to limit or modify the right of management to assign and direct the work of staff under supervision. It should not be taken to exclude other duties not mentioned that require a similar level of competency or to limit growth or change of responsibilities within the role over time to align to business needs.

Successful candidates will undergo a standard pre-employment screening as part of the hiring process within the IPH Group. This process may include verifying key information such as your identity, qualifications, references, and criminal history. By submitting your application, you acknowledge that you may be required to complete any necessary background checks relevant to the role.