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Legal Secretary - Finance

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Mayer Brown

3mo ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • Legal
  • London

AI generated summary

  • You should have GCSEs, RSA II typing, legal finance knowledge, experience in partnerships, strong tech skills, 60 wpm typing, and a proactive, detail-oriented, organized approach.
  • You will manage correspondence, diary appointments, travel arrangements, and client queries, while ensuring timely bill preparation and maintaining confidentiality in all duties.

Requirements

  • Educated to GCSE standard or equivalent, A Level preferable;
  • Minimum RSA II typing;
  • A secretarial qualification an advantage.
  • Knowledge of Finance work within a legal environment preferable;
  • Experience of working in a partnership environment.
  • 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.
  • 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.

Responsibilities

  • 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
  • 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
  • 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
  • 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
  • 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
  • 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

FAQs

What is the purpose of the Legal Secretary role at Mayer Brown?

The purpose of the role is to provide a full secretarial service to Finance Partners and support Associates and Counsel from a shared inbox.

What are the working hours for this position?

The working hours are from 9:30 a.m. to 5:30 p.m., with flexibility according to the needs of the business.

Is prior experience in a legal environment required for this job?

While knowledge of Finance work within a legal environment is preferable, it is not explicitly required.

What qualifications are needed for this role?

Candidates should be educated to GCSE standard or equivalent, with A Levels preferred, and must have a minimum of RSA II typing. A secretarial qualification is an advantage.

What technical skills are required for the position?

Candidates should have advanced skills in Word and Outlook, a working knowledge of Excel, PowerPoint, and the Internet, with a typing speed of 60 wpm.

How does Mayer Brown support diversity and inclusion in the workplace?

Mayer Brown promotes a diverse and inclusive work environment, supported by various diversity networks focused on different backgrounds and perspectives.

What personal attributes are desired for the ideal candidate?

The ideal candidate should be personable, flexible, enthusiastic, well-organized, detail-oriented, and able to work under pressure within strict deadlines.

Will I receive training for this role?

Yes, the role requires compliance with internal policies and keeping technical skills up to date, which may include refresher training as necessary.

How will my workload be managed in this role?

The Legal Secretary will manage the workload of fee earners, allocating and prioritizing tasks on a daily basis.

Are there opportunities for professional development at Mayer Brown?

Yes, Mayer Brown provides opportunities, support, and development for individuals to grow and thrive in their careers.

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Mayer Brown

Uniquely positioned to advise the world’s leading companies

Law
Industry
1001-5000
Employees
1881
Founded Year

Mission & Purpose

Mayer Brown is uniquely positioned to advise the world’s leading companies and financial institutions on their most complex deals and disputes. With extensive reach across four continents, we are the only integrated law firm in the world with approximately 200 lawyers in each of the world’s three largest financial centers—New York, London and Hong Kong—the backbone of the global economy. We have deep experience in high-stakes litigation and complex transactions across industry sectors, including our signature strength, the global financial services industry. Our diverse teams of lawyers 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. Our “one-firm” culture—seamless and integrated across all practices and regions—ensures that our clients receive the best of our knowledge and experience.