Assigned Secretary - 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 achievement, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Secretarial team in our Palo Alto or San Francisco office as an Assigned Secretary. 

Under the general direction of assigned attorneys and/or supervisor, you will perform complex and specialized secretarial support and legal document processing. The Secretary will provide support to assigned attorneys regarding computer software and hardware functions and applications. Responsible for knowledge of Firm legal secretarial functions and for providing overflow coverage for other secretarial assignments as requested.

Essential Functions:   

Secretarial Responsibilities

• Responsible for working knowledge of legal secretary functions, including but not necessarily limited to:
• Telephone and voice mail procedures
• Operation of photocopy equipment
• E-Fax software and procedures
• INTAPP software and procedures
• E-mail procedures
• MAFS/Messenger/UPS/FedEx and other courier service(s) forms and procedures
• Accounting and Billing procedures, as applicable
• Conflict Checks/New Client Matter Memos
• Filing and other Records Center procedures
• Other tasks as assigned by attorneys and/or Supervisor

Document Production

• Performs input and/or revision of documents in accordance with author's instructions, utilizing Firm equipment and software and in compliance with Firm standards and procedures
• Proofreads work products
• Photocopies, assembles and distributes prepared material as requested
• Redlines, e-mails, or otherwise processes documents in accordance with author's request
• Enters attorney time into Firm timekeeping system

Equipment and Software Responsibilities

• Responsible for working knowledge of Firm and/or Department sponsored equipment and software. These include, but are not necessarily limited to:
• Desk and/or laptop personal computers
• Text scanners and scanner software, as applicable
• E-Fax software and procedures
• InTapp software and procedures
• Desksite, Word 2007 and related software
• Delta View procedures

Additional Duties

• Performs personal timekeeping, attendance (access card swiping) and prepares timecard for timely submission
• Answers telephone and monitor e-mail and/or voice for attorney assignment upon request
• Advises Supervisor of equipment, software and maintenance problems, or training issues
• Provides overtime coverage on occasion as required
• Promotes professionalism at all times
• Performs other duties as assigned or required to meet Firm goals and objectives

Education/Training/Certifications:

• High School diploma required; preferred college degree

Professional Experience

• 2-6 years experience as a legal secretary required

Technical Skills:

• Must be computer proficient with knowledge of Microsoft Office and type 70 wpm
• Proficiency in Microsoft Office products

Performance Traits:     

• Excellent grammar, punctuation and spelling skills required
• Possesses excellent communication and organization skills with ability to multi-task
• Works in a team environment and effectively supports assigned attorneys with minimal supervision
• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• 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: 

• Ability to lift up to 25 lbs.
• Ability to lift and move files and boxes as needed

The typical pay scale for this position is between $97,900 and $112,600, although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified.  

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.

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