Administrative Assistant - Mayer Brown LLP

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

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 realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Secretarial Services department in our Washington D.C. office as an Administrative Assistant.

This role performs general administrative and word processing support to the Director of Administration, Assistant Director of Practice Group Management – LIT & GMM, and various departmental managers. Provides and promotes exemplary and timely customer service with recognition that a request serves the need of a customer or Firm client.

Essential Functions: 

• Answers and assists callers as instructed by supervisors. Acts as primary and/or back-up point of contact for staff and vendors.
• Coordinates invoice payment process including: open and date stamp invoices, enter into tracking spreadsheet, send to partner for approval, make copies of approved invoice, send original to accounting and file copy
• Makes travel arrangements; prepares expense reports and enters managers' time in InTapp on a weekly basis
• Coordinates supervisors’ and office and department staff's seminar attendance, including: seminar approval requests, check request and registration
• Creates and edits correspondence and PowerPoint presentation material from draft to final form, and produces and organizes varied project work
• Generates Avigilon activity reports and records daily attendance of departmental staff
• Prepares and maintains statistical reports and charts in Excel
• Maintains caseload database and sends updates to department. Sends copy of summary hour reports to paralegals
• Assists with preparations for departmental presentations, meetings, luncheons, seminars, training sessions, and projects.
• Coordinates in-person meetings by reserving conference rooms, assessing need for audio visual, catering, materials, give aways, etc.
• Maintains clear and regular communications with Director and Assistant Director on status of work, schedules, reminders for follow up, etc.
• Reviews and evaluates email / telephone calls to identify items requiring priority attention and to gain knowledge of workflow needs
• Develops full understanding of functional area and initiates ways to provide greater assistance
• Assists with follow up on projects delegated to others by tracking status and suggesting follow up action
• Maintains highest level of confidentiality in all matters, at all times
• Performs other duties as assigned by supervisors, including providing ad-hoc assistance to other DC department managers, as requested or required to meet Firm goals and objectives
• Assists with maintaining and creating all manner of spreadsheets, tables, and assists with scheduling monthly and quarterly departmental meetings and answering general departmental procedures and policy questions from legal and non-legal staff.
• Creates and/or maintains various Excel spreadsheets as follows: evaluations; tardy/absences; secretarial coverage set up for 12 month period

Education/Training/Certifications: 

• Bachelor’s degree in a related field.  An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job

Professional Experience: 

• 2 years professional experience; preferably within a law firm or professional organization

Technical Skills: 

• Strong Microsoft Word, Excel, Outlook, and PowerPoint skills essential
• iManage skills preferred

Performance Traits: 

• Ability to effectively and diplomatically interact with all levels of the Firm and outside vendors; respond in a timely way to responsibilities; communicate in a clear and effective manner; make the best use of resources; convey a willingness to help others; prioritize, organize and accomplish multiple tasks with strict attention to detail; handle unexpected/challenging demands with creative problem solving.
• Willingness to learn new software.
• Highly responsive; service oriented
• Skilled at prioritizing and managing multiple tasks
• Ability to take initiative and handle pressure
• Excellent verbal and written communication skills
• High level of organizational interpersonal, written and verbal communication skills
• Intermediate mathematical computation skill
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter with a high level of initiative
• Strong customer service skills, able to anticipate needs
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills

Physical Requirements:

• May require occasional lifting of up to 20 lbs.

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401 (k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.