Legal Document / Evening Workflow Specialist

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 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 Secretarial team in our London office as a Legal Document / Evening Workflow Specialist.

Reports to: Senior Coordinator: Document Services

Position Summary:

To produce high-quality deliverables for the London office. Creating, editing and formatting all types of documents using the firm's MS Office templates. This position requires full knowledge and application of MS Office. The individual will fully understand, anticipate and deliver to meet clients' needs and expectations, both internally and externally. The individual will be expected to work alongside fee earning teams to assist in the delivery of high quality documentation. To ensure consistent workflow management and operational continuity for the London Document Services team during evening hours (4.30pm to 10pm). The individual will support the delivery of high quality, timely document production by monitoring and allocating work after the standard day shift concludes, in line with priorities established by the Senior Coordinator: Document Services.

Hours: 2pm to 10.00pm Monday to Friday with flexibility in accordance with the needs of the business.

Responsibilities:

• To have advanced skills in MS Word, PowerPoint and Excel to create all types of documentation with speed and accuracy to meet client deadlines.
• To have exceptional accuracy and attention to detail.
• To work alongside the business to meet their needs, e.g., working with teams on deals, pitch production, etc.
• To troubleshoot and provide support to clients and London DPU team members on firm templates, styles and MS Office functions.
• Formatting and creating PPT decks for internal/external audiences, Legal Updates and Brochures.
• Creating documents for events i.e. internal/external name badges, speakers cards, dining place cards, holding slides and signage.
• To have excellent knowledge and application of the firm's visual identity principles and promote awareness within the London office.
• To understand and strictly adhere to the firm's and London Document Services' standards and protocols.
• To be professional, confident and an enthusiastic team player with a flexible, can-do attitude.
• To have excellent communication and organisational skills and be able to prioritise an often conflicting and demanding workload.
• To be customer service focused and be able to liaise and influence at all levels.
• To be able to develop and maintain a professional and helpful relationship with all users.
• 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.
• Providing back up support for other Legal Document Specialists.
• Maintain confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.
• Acting as the primary point of contact for workflow from 4.30pm to 10pm.
• Monitor incoming requests, create BigHand tickets and allocate tasks to available team members and ensure deadlines are met.
• Maintain priorities and quality standards set by the Senior Coordinator.
• Escalate urgent or exceptional matters according to agreed escalation protocols.
• Communicate workflow updates and handover information to the Senior Coordinator and/or morning team.
• Support a smooth transition between day and evening operations, promoting team collaboration and service continuity.
• Any other ad hoc duties in line with the requirements of the business.

Qualifications:

• Educated to GCSE or A Level preferable.
• A secretarial qualification an advantage but not essential.
• Advanced skills in MS Word, PowerPoint and Excel.

Experience, skills and personal attributes:

• Experience: Knowledge of Document Specialist work within a legal environment preferable; Experience of working in a partnership environment.
• Technical Abilities: Accurate spelling, grammar and punctuation; Strong technical skills, advanced MS Word, PowerPoint, Excel, Outlook and Internet; Experience working with BigHand Hub for workflow preferred; 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 and the London Document Services team; Ability to pay attention to detail, particularly with emails and documents, and to check own work; Reliable and well organised; Ability to work under pressure within strict deadlines and take responsibility for their work; Strong organisation and prioritisation skills; Confidence in decision making within defined parameters; Clear communication and team coordination abilities; Understanding of document production standards and workflow systems.

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.