Mayer Brown is a leading global law firm with offices in 27 key business centres across the Americas, Asia, Europe and the Middle East. With approximately 200 lawyers in each of the world’s three largest financial centres — New York, London and Hong Kong — we are uniquely positioned to advise leading companies and financial institutions on their most complex legal needs. We have deep experience in high-stakes litigation and complex transactions across industry sectors, including our signature strength, the global financial services industry.

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 realise their greatest potential. We also encourage all our people to use their skills to support the wider community through our pro bono and community volunteering programmes. At Mayer Brown the principles of mutual respect, dignity and understanding are central to the way we work and help to provide an environment where diversity and inclusion are embraced.

The Legal Secretary will provide dedicated support to a team of 4-5 lawyers covering a range of secretarial and administrative tasks including but not limited to: Document Review, Production and Management, Billing, Diary/Travel Management, Business Development Coordination, Client Relationship Coordination and File Management.

Working as part of the broader secretarial support team and reporting to the HR Manager, the Legal Secretary must be organized, have good attention to detail, be comfortable working with volume documentation and turning around mark-ups quickly and accurately. The individual must also be flexible, a team player and committed to delivering high-quality and accurate work in a timely manner.

Secretarial and Administrative Tasks include:

• Prepare client engagement letters and matter opening of files.
• Arranging internal and external meetings, taking care of room bookings and updating meetings to Fee Earners’ diary promptly.
• Organising and booking travel in line with office policy, including researching on the most cost-effective transport and accommodation options, booking flights, managing visa applications and setting up business meetings on behalf of Fee Earners.
• Monitoring Partner’s inboxes and clearing of junk emails.
• Coordinate and manage local and overseas business-related activities.
• Managing and coordinating the billing process on behalf of Fee Earners, preparing billing guides and WIP reports; liaising with Fee Earners to discuss billings; producing/reviewing/amending narratives; liaising with Finance Team; verifying third party invoices; drafting routine billing correspondence to be sent out to the clients; checking billing rates are correct; ensuring bills are sent out on time and monitoring of outstanding bills.
• Inputting timesheets for Fee Earners into the Time Recording System.
• Processing Expenses on time into the Expenses Recording System.
• Updating client contacts into InterAction Database.
• Maintaining up to date client/matter list.
• Undertaking any printing, photocopying, scanning and binding as required, ensuring the documents are collated in correct order.
• Assist with document production, amendments and other document management tasks.

• Tertiary education.
• Minimum 5 - 10 years’ legal secretarial experience from well-regarded legal firms with experience in project management on transactional matters.
• Excellent communication skills including a high standard of written and spoken English.
• Excellent PC skills in MS Word, MS Excel and Powerpoint.
• Excellent with numbers.
• Strong knowledge of word processing and heavy formatting of documents in MS Word.
• Demonstrate strong attention to details and produce high quality/accurate work.
• Exceptional ability to prioritise own workload to meet agreed and often conflicting deadlines.
• Ability to remain calm and retain a professional attitude under pressure.
• Strong initiative, organization and problem solving skills with a willingness to learn and adapt
• Strong interpersonal, communications and teamwork skills.
• Self-motivated, self-directed and proactive with good organizational and time management skills and a strong sense of responsibility.
• Highly flexible to work beyond office hours.