Legal Secretary

Overview:
Mayer Brown is a leading global law firm with offices in 27 key business centres across the Americas, Asia, Europe and the Middle East. With approximately 200 lawyers in each of the world’s three largest financial centres — New York, London and Hong Kong — we are uniquely positioned to advise leading companies and financial institutions on their most complex legal needs. We have deep experience in high-stakes litigation and complex transactions across industry sectors, including our signature strength, the global financial services industry.

We are a collegial, collaborative and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support and development they need to grow, thrive and realise their greatest potential. We also encourage all our people to use their skills to support the wider community through our pro bono and community volunteering programmes. At Mayer Brown the principles of mutual respect, dignity and understanding are central to the way we work and help to provide an environment where diversity and inclusion are embraced.

**The Role**: Legal Secretary

**The Department**: Secretarial

**Purpose of the Role**: To provide a full secretarial and PA service for a selection of Partners, Associates and PSL’s.

**Reporting Line**: Secretarial Team Leader and Secretarial Services Manager.

**Hours**: 9:30 a.m. to 5:30 p.m. with flexibility in accordance with the needs of the business.

**Responsibilities**:
**Technical**:

- Making diary appointments, arranging meetings (including booking rooms, confirming dates and locations, distributing agendas and preparing material where required) and diary management;
- Organising travel arrangements and preparing itineraries where necessary;
- Preparing material (often using PowerPoint) for presentations;
- Quick and accurate preparation of bills ensuring they are sent out as quickly as possible, following up with Accounts or other departments as required;
- Typing and amending correspondence and documents, which are often lengthy, and undertaking amendments as necessary.
- Accurate proofreading of documents, paying particular attention to headers/footers;
- Assisting with timesheet posting if required;
- Use and update InterAction;
- Prepare New Matter memos, ensuring accuracy and correct spelling of companies/individuals/checking with fee earners where necessary;
- Complies with all internal policies, procedures and processes and keeps technical skills up to date (i.e. identifies where refresher/new training is required in response to any changes in the role);
- Photocopying, filing and other general administrative duties.

**Personal Management**
- Filing of paper documents, electronic filing and keeping administrative files up to date;
- Follows firm's archiving process as set by Records Management;
- Closing files promptly, transferring files over when a fee earner leaves, etc.
- Arranging courier deliveries;
- Ensures distribution lists are kept up to date, amending as necessary after new conflicts checks.

**Client Focus**
- Assisting with client queries in a professional and timely manner;
- Assist internal clients (all groups within the business) with queries and respond in a timely manner;
- Assisting with business development initiatives, i.e. organising client lunches, etc.

**Communication**
- Liaising with clients and telephone callers when fee-earners are out of the office. Taking down accurate messages and dealing with queries or assisting callers wherever possible;
- Assist and take ownership for internal/external queries in a polite and professional manner using the most appropriate medium, seek out information and resolve queries;
- Maintains confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.

**Teamwork**
- Assisting with general office duties and providing back up support for other secretaries and/or fee-earners as required to ensure the smooth running of the business.

**Results Driven**
- Assists/supports Partners with internal processes, i.e. organises work to Evening group, picks up IS issues and resolves accordingly;
- Checks new matter memos for accuracy, checks for clearance and keeps fee earners abreast with any issues or reminders. Co-ordinates a file where this may be cross-group

Qualifications:

- Educated to GCSE or equivalent, A Level preferable.
- Minimum RSA II typing.
- A secretarial qualification an advantage.

**Experience**:

- Knowledge of Construction and / or International Arbitration Litigation work within a legal environment preferable.
- Experience of working in a partnership environment
- Experience supporting senior and high profile individuals

**Technical Abilities**:

- Accurate spelling, grammar and punctuation.
- Strong technical skills, advanced Word and Outlook and a working knowledge of Excel, PowerPoint and Internet.
- Typing speed 60 wpm +

**Personal attributes**: