Legal Practice Assistant

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 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 Palo Alto office, as a Legal Practice Assistant.

 

Under the general direction of assigned attorneys and/or supervisor, performs complex and specialized secretarial support and legal document processing.  Provides support to assigned attorneys regarding computer software and hardware functions and applications. Responsible for knowledge of Firm legal secretarial functions and for providing overflow coverage for other secretarial assignments as requested.

Responsibilities

Essential Functions:    

Secretarial Responsibilities

• Responsible for working knowledge of legal secretary functions, including but not necessarily limited to:
• Telephone and voice mail procedures
• Managing travel and calendaring
• Operation of photocopy equipment
• E-mail and electronic file management
• MAFS/Messenger/UPS/FedEx and other courier service(s) forms and procedures
• Accounting and Billing procedures, as applicable
• Conflict Checks/New Client Matter Memos and Intake
• 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
• Draft, edit, format legal documents for distribution when needed
• Proofreads work products
• Photocopies, assembles and distributes prepared material as requested
• Redlines, e-mails, or otherwise processes documents in accordance with author's request
• Collaborate with firm departments regarding local and federal legal filings as needed
• Enters attorney time into Firm timekeeping system

 

Equipment and Software Responsibilities

• Responsible for working knowledge of Firm and/or Department sponsored equipment and software, including but not necessarily limited to:
• Desk and/or laptop personal computers
• Text scanners and scanner software, as applicable
• E-Fax software and procedures
• Timekeeping, billing, expense, and conflict management software
• Client database software
• Microsoft 365 related software
• Document management software
• Video Conferencing software
• Delta View procedures

 

Additional Duties

• Leverage and collaborate with various firm departments as needed
• Performs personal timekeeping and prepares timecard for timely submission
• Answers telephone and monitor e-mail and/or voice for attorney assignment upon request
• Advises Supervisor of equipment, software and maintenance problems, or training issues
• Provides overtime and/or team coverage on occasion as needed
• Performs other duties as assigned or required to meet Firm goals and objectives
• Promotes professionalism at all times

Qualifications

Education/Training/Certifications:

• High School diploma required; college degree preferred

 

Professional Experience: 

• 2-6 years’ experience as a legal secretary required
• Law firm experience preferred.
• Knowledge of local and federal court rules and civil procedures a plus

  

Technical Skills: 

• Must be computer proficient with knowledge of Microsoft Office 365
• Technologically savvy

 

Performance Traits:    

• Excellent grammar,