Mayer Brown LLP is a leading global law firm with offices in key business centers across the Americas, Asia, Europe and the Middle East. 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.
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 Administration department in New York as a Support Services Coordinator.
Assist in ensuring quality secretarial support to the partners and attorneys as well as provide support for the Administration team.
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 Supervisor to ensure that the Secretarial and Document Services 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 Document Services); follow up with staff as needed.
Monitor and update analytical information for Secretarial, Document Services 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 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
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
Proficiency in Microsoft Office products
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.
Proficiency in all applications in Microsoft Office Suite including Microsoft Word, Excel, PowerPoint and Visio; PDF Converter Professional; Workshare; LegalKey; Outlook; etc.
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.
Excellent attendance – consistently at work and on time.
Demonstrates knowledge of and adherence to firm policies and procedures.
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.
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 problem-solving skills.
Proficiency with WebEx application.
May require occasional lifting of up to 20 lbs.
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.
If Mayer Brown sounds like the right place for you, and if you have the qualifications we are seeking, please apply through the career section on www.mayerbrown.com EOE m/f/d/v.