Assigned Secretary

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 department in our Charlotte office as an Assigned Secretary.

The Assigned Secretary provides administrative support for attorneys including document support, expense reports, travel arrangements, etc. 

Essential Functions: 

• Efficiently handles/sorts mail when attorney is in or out of office; coordinates deadlines, such as courier messenger with Mail Services, completes cover letters, labels, air freight forms; oversees entire mailing process (including being responsible for those documents that go to duplicating prior to a mailing)
• Creates/maintains efficient filing system using LegalKey software. Accurately organizes documents and where applicable files documents in binders.  Maintains files in electronic format when possible
• Assists with opening matters in C3 (Client Clearance and Compliance)
• Drafts, formats, and revises legal documents, including contracts, agreements, closing documents and financial statements
• Prepares closing index, master closing sets and closing set variations for each transaction party
• Assists with GOBY letters, GOBY Index, tracking signature pages and closing set status reports
• Coordinates creation of electronic closing binder sets with Electronic Closing Binder team
• Reviews original Notes/Certificates and signature pages
• Document management specifically in creating and managing blacklines, redlines and track changes
• Works with the billing analysts to complete the billing process. Coordinate the processes of preparing client bills accurately and in a timely manner
• Responsible for travel arrangement and coordinates with the Firm’s Travel Department
• Completes office-related forms/reports with necessary information. Becomes familiar with firm software for expense reports, client management database, conflicts, new matter memos, processing invoices, etc.
• Timekeeping including entering/printing/posting attorney time; maintains records; notifies attorney of timesheet deadline
• Enters own time into system and submitting overtime reports to Paralegal and Secretarial Services Manager
• Responsible for phone coverage for assignments. Uses proper vocabulary; take messages accurately and legibly; handles calls and voice mail in attorneys’ absence; maintains records of necessary names and phone numbers
• Covers other desk assignments when needed and offers assistance to other secretaries on the team
• Utilizes firm resources to assure that all work is completed in a timely manner
• Responsible for any other special requests such as large periodic mailings or distributions needed
• Keeps other departments up to date on upcoming closings, so they are prepared to assist
• All other special duties as assigned by Attorney, Paralegal and Secretarial Services Manager or Director of Administration

Education/Training/Certifications:

• Associates Degree or equivalent preferred. 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
• Notary Public Certification Preferred

Professional Experience:

• Previous Legal Secretary Experience in Corporate and/or Transactional law as required for the specific position
• Five-Ten years of secretarial experience in a large law firm preferred

Technical Skills: 

• Strong proficiency in Microsoft Office products

Performance Traits: 

• 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 and exercise independent judgment
• 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