Administrative Support Services Coordinator

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 exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Administration department in our New York office, as a Support Services Coordinator.

 

The Support Services Coordinator assists in ensuring quality secretarial support to the partners and attorneys as well as provide support for the Administration team.

Responsibilities

Essential Functions: 

• Arrange desk coverage and/or workflow support for scheduled and unscheduled absences and other emergencies (e.g., extended latenesses or lunch coverage); coordinate temporary staff support as needed
• Walk the floors on a daily basis to assess the workload, assess the needs of the teams and/or arrange assistance for the teams
• Communicate regularly with employees and attorneys in order to keep current on assignment needs and issues
• Keep track of staff attendance which includes daily review of emails regarding time off requests and/or schedule changes; update Diary, Calendar and Attendance records
• Review overtime reports and prepare payroll forms (e.g. lead pay, holiday) bi-weekly
• Work with Supervisors to ensure that the Secretarial and Paralegal staff is complying with policies and procedures by reviewing various reports and audits (e.g. bi-weekly door report review, email requests sent for OT approval, overtime reports submitted and time entry completed for Secretarial and Paralegals); follow up with staff as needed
• Monitor and update analytical information for Secretarial and Paralegal staff such as door reports for attendance (e.g. latenesses, missed punch ins/outs, early departures); review overtime reports for billable and non-billable charge
• Assist in the onboarding process for secretary hires, attorney transfers, attrition and visiting attorneys (e.g. coordinate attorney support and/or various access of telephone, InTapp Time, Chrome River)
• Confirm and organize personnel change information and provide to Facilities or ServiceDesk for Blue Pages updates (secretarial move and/or reassignment)
• Interact with other departments and facets of the office, such as Document Services and Duplicating, when appropriate, to coordinate larger scale projects
• Provides administrative support to Director of Administration
• Provides support to administrative management team for special projects as assigned
• Handle various other tasks as assigned by supervisor
• Performs other duties as assigned or required to meet Firm goals and objectives

Qualifications

Education/Training/Certifications:

• Bachelor’s degree in a related field. 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

 

Technical Skills:

• Proficiency in all applications in Microsoft Office Suite including Microsoft Word, Excel, PowerPoint, Teams and Visio; PDF Converter Professional; Workshare; LegalKey; Outlook; etc.
• Proficiency with WebEx application

 

Performance Traits: 

• Previous administrative experience required
• Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills
• Strong leadership skills
• Attention to detail
• Excellent task-management and organizational skills
• Must be proactive
• Ability to analyze and resolve problems
• Ability to adapt to various changes and provide consistent support throughout
• Ability to maintain confidentiality and exercises discretion
• Excellent attendance – consistently at work