Legal Practice Assistant

Mayer Brown•Charlotte, NC

13d•$68,000 - $90,000•Onsite

About The Position

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 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 a Legal Practice Assistant. The Legal Practice Assistant p rovides administrative support for attorneys including document support, expense reports, travel arrangements, etc.

Requirements

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
Previous Legal Secretary Experience in Finance as required for the specific position
10+ years of secretarial experience in a large law firm preferred
Strong attention to detail and a commitment to accuracy
Proficiency in Microsoft Office Suite, specifically Word, Excel and PowerPoint required
Ability to learn new software specific to the needs of the assignments
Must be able to manage the workload of 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 and follow through
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

Nice To Haves

Notary Public Certification Preferred

Responsibilities

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
Organizes attorneys expenses, accurately entering them in accounting system in a timely manner. Maintains spreadsheet of all expenses and follows through to payment
Assists Director of Administration with various administrative tasks such as keying of all office expenses including firm credit card and various documents
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

Benefits

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.

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