Assistant: Legal Support (Real Estate) in City of London

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 recognised 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 Legal Practice Support Team in our London office as an Assistant: Legal Support.

The Department: Legal Practice Support Team – Real Estate

Purpose of the Role: To provide a full legal practice support service for a selection of Counsel, Associates, PSL’s and Trainees and the Real Estate LPA team.

Hours: Standard hours are 9:30am to 5:30pm with flexibility in accordance with the needs of the business. Our current working from home policy allows for two days working from home, subject to business need. The Legal Practice Support Team is expected to provide cover within the office five days per week, so working from home days must be coordinated with the Legal Practice Assistant Team Leader. This policy is subject to change and does not form part of contractual terms.

Responsibilities

• Technical: Scheduling, labelling, and storing deeds, files, and folders. Performing online searches via Land Registry Portal and Searchflow. Creating extranet sites and renaming/uploading/downloading documents. Making diary appointments, arranging meetings (including booking rooms, confirming dates and locations, distributing agendas, and preparing material where required) and diary management. Organising travel arrangements and preparing itineraries where necessary. Preparing material (often using PowerPoint) for presentations. Quick and accurate preparation of bills ensuring they are sent out as quickly as possible, following up with Accounts or other departments as required. Typing and amending correspondence and documents, which are often lengthy, and undertaking amendments, as necessary. Accurate proofreading of documents, paying particular attention to headers/footers. Assisting with timesheet posting if required. Submitting expenses and invoices in Emburse. Entering data on internal systems/databases (e.g., InterAction, Excel, etc.). Prepare New Matter memos, ensuring accuracy and correct spelling of companies/individuals/checking with fee earners where necessary. Complies with all internal policies, procedures and processes and keeps technical skills up to date (i.e., identifies where refresher/new training is required in response to any changes in the role). Photocopying, filing and other general administrative duties.
• Personal Management: Filing of paper documents, electronic filing and keeping administrative files up to date. Follows firm's archiving process as set by Information Governance. Closing files promptly, transferring files over when a fee earner leaves, etc. Arranging courier deliveries. Ensures distribution lists are kept up to date, amending as necessary after new conflicts checks.
• Client Focus: Assisting with client queries in a professional and timely manner. Assist internal clients (all groups within the business) with queries and respond in a timely manner. Assisting with business development initiatives, i.e., organising client lunches, etc.
• Communication: Liaising with clients and telephone callers when fee-earners are out of the office. Taking down accurate messages and dealing with queries or assisting callers wherever possible. Assist and take ownership for internal/external queries in a polite and professional manner using the most appropriate medium, seek out information and resolve queries. Maintains confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.
• Teamwork: Assisting with general office duties and providing back up support for other LPAs and/or fee-earners as required to ensure the smooth running of the business.
• Results Driven: Assists/supports Counsel, Associates, PSL's and trainees with internal processes, i.e., organises work to Evening group, picks up IT issues and resolves accordingly. Checks new matter memos for accuracy, checks for clearance and keeps fee earners abreast with any issues or reminders. Co-ordinates a file where this may be cross-group.

Qualifications

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

Experience/Candidate Specification:

• Experience: Knowledge of Real Estate work within a legal environment preferable.
• Technical Abilities: Accurate spelling, grammar and punctuation. Strong technical skills, advanced Word and Outlook and a working knowledge of Excel, PowerPoint and Internet. Typing speed 60 wpm +.
• Personal attributes: Personable, flexible and enthusiastic approach to teamwork. Good, articulate telephone manner. Self-starter, ability to use initiative and provide pro‑active support to fee‑earners. Ability to pay attention to detail, particularly with emails, and to check own work. Reliable and well organised. Ability to work under pressure within strict deadlines and takes responsibility for their work.

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 - LGBTQI+, 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.