Legal Secretary - Finance

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.

Purpose of the Role: To provide a full secretarial service to a number of Finance Partners, and then supporting Associates and Counsel from a shared in-box.

Responsible to: Secretarial Team Leader (Finance) and Partners/Associates in the Finance Group.
From time to time it may be necessary to make changes to the secretarial allocations within the group. Any such changes would be discussed with you.

Hours: 9:30 a.m. to 5:30 p.m, with flexibility in accordance with the needs of the business.  Happy to talk flexible working.  

Technical:

• 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);
• Typing and amending correspondence and documents and undertaking amendments as necessary;
• Accurate proofreading of documents, paying particular attention to headers/footers;
• 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 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;
• Assisting with timesheet posting if required;
• Use and update InterAction;
• Submit conflict checks.

Personal Management

• Managing fee earner work, allocating and prioritising tasks on a daily basis;
• 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;
• 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

• Managing fee-earners' e-mails as required and dealing with e-mail queries when appropriate;
• Assists/supports fee earners with internal processes, i.e. organises work to Evening group, picks up IT issues and resolves accordingly;
• Checks conflict submissions 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

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

Experience:

• Knowledge of Finance work within a legal environment preferable;
• Experience of working in a partnership environment.

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:

• Personable, flexible and enthusiastic approach to team work;
• Good, articulate telephone manner;
• Self-starter, ability to use initiative and provide pro-active support to fee-earners;
• Ability to pay attention to detail, particularly with emails, and to check own work;
• Reliable and well organised;
• Ability to work under pressure within strict deadlines and takes responsibility for their work.

At Mayer Brown, we are committed to creating a diverse and inclusive work environment that offers our people the opportunity and support they need to succeed. We are therefore happy to discuss any reasonable adjustments that individuals may require throughout the recruitment process and once they have joined the Firm.

In addition, one of our core values at Mayer Brown is to promote diversity and inclusion at all levels within the business which is actively supported by our diversity networks - LGBT+, Fusion (Race and Ethnicity), Women, Enable (Disability), and Work and Me (Family).