Assigned Secretary - Palo Alto, United States - Mayer Brown LLP

Mayer Brown LLP

Verified Company

Palo Alto, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Overview:

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 office as an Assigned Secretary.

Responsibilities:

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
DTE software and procedures
Email 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
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
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

Qualifications:

Education/Training/Certifications:

High School diploma required; preferred college degree

Professional Experience

710 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 multitask
Works in a team environment and effectively supports assigned attorneys with mínimal 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 selfstarter 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 problemsolving skills

Physical Requirements:

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

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.

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