Legal PA to the Office Managing Partner - Real Estate

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 and collaborative 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 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 as a Legal PA to the Office Managing Partner – Real Estate.

Working hours: 9:30 a.m. to 5:30 p.m.

The successful candidate will be expected to be in the office four days a week, Monday to Thursday.

This policy is subject to change and does not form part of contractual terms.

Responsibilities

Technical:

• Comply with all internal policies, procedures and processes and keep technical skills current.
• Produce, amend, format and proofread correspondence, documents and presentation materials accurately and to a high standard.
• Proactively manage diaries, appointments and priorities, resolving conflicts and responding effectively to changes.
• Arrange meetings and related logistics, including rooms, virtual facilities, agendas, papers, catering, access requirements and follow-up actions.
• Ensure the Office Managing Partner is prepared for commitments by providing relevant papers, background information, itineraries and timely reminders.
• Arrange domestic and international travel, accommodation and ground transport, taking account of traveler preferences and relevant documentation requirements.
• Maintain appropriate travel records and support timely renewal or update processes where required.
• Assist with time recording, billing, work in progress, expenses and accounts-related administration, liaising with relevant teams and clients as appropriate.
• Maintain accurate information in the firm’s document, matter, client and business development systems.
• Support matter opening and administration, including new matter documentation, filing, archiving, file closure and transfers.
• Handle printing, copying, scanning and the secure management of confidential documents.

Personal Management

• Plan, prioritise and take ownership of a varied workload, anticipating requirements and ensuring deadlines and commitments are met.
• Manage and prioritise work on a daily basis, escalating competing demands where appropriate.
• Maintain paper and electronic files and administrative records in accordance with firm procedures.
• Coordinate regular diary and workload reviews and maintain a clear understanding of key clients, internal priorities and practice commitments.

Client Focus

• Assist with internal and external client queries promptly, professionally and with discretion.
• Develop a sound understanding of the Office Managing Partner’s practice, clients, priorities, working preferences and objectives.
• Provide administrative and logistical support for business development activity, client engagement, conferences, seminars, visits and events.
• Coordinate invitations, guest lists, responses, approvals, attendance information, venues, travel and supporting materials.
• Liaise with Business Development, Marketing and other internal teams, as well as external contacts, to support the effective delivery of activities.

Communication

• Build effective and professional working relationships with the Office Managing Partner, partners, colleagues, clients and external stakeholders.
• Act as a professional first point of contact, handling queries, messages and correspondence promptly and appropriately.
• Arrange regular catch-ups with the Office Managing Partner to review diaries, commitments, priorities and forthcoming requirements.
• Maintain confidentiality, exercise sound judgement and escalate concerns at the appropriate level.

Teamwork

• Work collaboratively across the Real Estate department and wider firm, providing cover and support where required to meet business needs.
• Support visiting senior colleagues and international delegations by coordinating meetings, presentations, itineraries and office arrangements.
• Contribute ideas and practical improvements to working practices, processes and service delivery.
• Build constructive relationships with relevant internal teams and external contacts.

Results Driven

• Provide proactive, accurate and timely support, taking responsibility for completion and follow-up.
• Anticipate requirements, identify potential issues and take appropriate steps to resolve them.
• Attend meetings, take notes or minutes and monitor agreed actions where required.
• Provide a consistently high standard of client-focused support and represent the Office Managing Partner and the firm professionally.

Qualifications, Experience and Personal Attributes

• Educated to GCSE or equivalent, A Level preferable.
• Minimum RSA II typing.
• A secretarial qualification an advantage.

Experience/Candidate Specification:

Experience:

• Experience of providing high-level secretarial or executive support, ideally within a professional services or partnership environment.
• Experience supporting senior or high-profile individuals and managing complex, changing priorities.
• Experience within a legal environment is desirable; knowledge of Real Estate work would be advantageous but is not essential.

Technical Abilities:

• Excellent written English, including accurate spelling, grammar and punctuation, with strong proofreading skills.
• Advanced working knowledge of Microsoft Word and Outlook, with a good working knowledge of Excel and PowerPoint.
• Confident using document, matter, client relationship and financial administration systems, or able to learn these quickly.
• Fast and accurate typing skills.

Personal attributes:

• Proactive, flexible and highly organised, with the initiative to anticipate needs and solve problems.
• Excellent attention to detail and a commitment to checking the accuracy of own work.
• Clear and confident communication skills, with the ability to build relationships and interact professionally at all levels.
• Calm and dependable under pressure, with the ability to reprioritise effectively and meet strict deadlines.
• A collaborative team player who willingly supports others and contributes to continuous improvement.

At Mayer Brown, we are committed to creating an inclusive work environment that offers our people the opportunity and support they need to succeed.

Our culture promotes mutual respect, acceptance, cooperation and productivity among people from all backgrounds and values different perspectives and ideas.

One of our core values at Mayer Brown is to promote inclusion at all levels within the business which is actively supported by our Employee Resource Groups - LGBTQIA+, Fusion (Race & Ethnicity), Multi-faith, Women, Enable (Disability), Social Inclusion and Opportunities Network and Work and Me (Family).

We are happy to discuss any reasonable adjustments that individuals may require throughout the recruitment process and once they have joined the Firm.

Please Note: Candidates should submit their application by Friday 16 October (Close of Business).