Project Coordinator/ Executive Assistant - Education Consulting

Location: Melbourne

Contract Type: Permanent

MinterEllison is one of Australia’s largest independent law and consulting firms. With a heritage of almost 200 years, we are known for our excellence, and our authentic and enduring relationships with our clients, our people and our communities.

MinterEllison helps our clients to solve complex problems every day. We do this by our full-service legal offering and complementary advisory offering, MinterEllison Consulting, where clients seek out our industry-informed independent advisors who understand where strategy meets risk, and how to unlock opportunities.

We offer opportunities to work on industry-leading mandates for top-tier clients, while being part of a high-performing and collaborative team that values excellence, diversity of thought, curiosity, and inclusion. We value our people and empower them to achieve their ambitions - with the support, trust and autonomy to grow their careers in meaningful ways.

At MinterEllison, we're leading the way with AI and other emerging technologies, powering innovation right across our firm. You will have the opportunity to engage with AI tools we've built, and other external AI tools, to enhance efficiencies and excellence internally and with our clients.

We support sustainable ways of working regarding how, when and where you work and offer a wide range of social, financial and health benefits (see https://www.minterellison.com/-/media/Minter-Ellison/Files/Careers/MinterEllison-Employee-Benefits-Dec_2025.pdf)

The Role

Our busy and successful Education Consulting team are looking for a talented Project Coordinator to join us on a full-time basis.

Your responsibilities will include:

• Coordinating projects from proposal acceptance through to completion;
• Tracking milestones, deliverables and resourcing across concurrent engagements;
• Managing engagement execution processes (entity checks, AML, countersigning, matter opening);
• Maintaining the CRM system as the single source of truth for projects, proposals and opportunities;
• Maintaining an up-to-date project and pipeline overview to support regular Partner dialogue on follow-on and BD opportunities;
• Coordinating and actioning agreed BD follow-ups (e.g. meetings, materials, proposal initiation);
• Supporting Partner-led tenders through end-to-end coordination (timelines, drafting and submission);
• Owning and coordinating the end-to-end invoicing process across the practice, ensuring alignment with client agreements, scope and delivery timing;
• Leading a regular billing and commercial review cadence with Partners to guide decisions on invoicing (timing, staging, amounts), and supporting broader budget, revenue and forecasting discussions;
• Conducting the billing cycle, including end of month billing, time recording and reporting using Elite;
• Reconciling corporate AMEX expenses through Concur;
• Preparing and consolidating practice forecasts;
• Supporting Partners with forward planning, utilisation and revenue visibility;
• Maintaining and updating practice-level trackers (forecasting, leave impacts, project status);
• Coordinating contractor setup and administration;
• Supporting Partners with audit processes;
• Providing delegated timekeeping support for Partners;
• Drafting and coordinating business and practice-related documents on behalf of Partners;
• Providing coordination support for special projects led by Partners;
• Other adhoc duties as required

About You

This role will suit a candidate with previous experience in project coordination, practice or business management, ideally gained in a professional services or consulting environment. In addition, you will possess the following attributes:

• Accounting qualification with accounting operational support experience
• Previous experience in project coordination, practice management or a similar operational/commercial support role
• Strong commercial acumen, including comfort working with financial reporting
• Experience using CRM systems to manage pipeline and business development activity
• Familiarity with Elite (or similar practice management/billing software) and expense platforms such as Concur is highly regarded
• Excellent prioritisation and organisational skills
• Proven ability to multi-task and manage multiple concurrent projects and deadlines
• Strong understanding of MS Office applications, including Word, Excel, PowerPoint and other software
• A strong client focus and demonstrated ability to form enduring relationships with peers, internal stakeholders, industry experts and clients
• Confidence providing guidance and direction to support staff
• An adaptable and flexible nature
• Ability to deal with confidential and commercially sensitive information in a discrete manner
• High level of accuracy and attention to detail
• The ability to clearly and confidently communicate at all levels, including with Partners
• A proactive approach and high levels of initiative
• High level of energy and enthusiasm

How to apply

We encourage applications from people of all ages, abilities, cultural backgrounds, genders (including trans or gender diverse), LGBTQ+ people and those with carer responsibilities. We particularly encourage Aboriginal and Torres Strait Islander people to apply.

We prefer to connect with people directly, so please submit your CV by clicking on the 'Apply' button. We encourage all applications, including if you do not meet all the criteria listed for the role. Your application will also enable us to consider you for other opportunities that may be available at MinterEllison.

If you are currently a MinterEllison employee, please apply through the internal careers page.

If you would like further information, require any adjustments throughout the recruitment process or for a confidential discussion, please contact Jess.Brown@minterellison.com.