Legal Document and Evening Workflow Specialist

About Mayer Brown

Mayer Brown is an international law firm representing major corporations, funds, and financial institutions in complex transactions and disputes. We are recognized as strategic partners with deep commercial instincts, committed to anticipating client needs and delivering excellence.

We foster a collegial and collaborative environment where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development needed to grow, thrive, and realize their greatest potential. This aligns with the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you value exceptional client service, initiative, professionalism, responsiveness, and adaptability, we invite you to join our Secretarial team in our London office as a Legal Document and Evening Workflow Specialist.

Position Summary

The Legal Document and Evening Workflow Specialist is responsible for producing high-quality deliverables for the London office. This involves creating, editing, and formatting all types of documents using the firm's MS Office templates, requiring full knowledge and application of MS Office. The individual will fully understand, anticipate, and deliver to meet both internal and external clients' needs and expectations, working closely with fee-earning teams to ensure the delivery of high-quality documentation.

This role also ensures consistent workflow management and operational continuity for the London Document Services team during evening hours (4:30 PM to 10:00 PM). The specialist 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

The standard working hours are 2:00 PM to 10:00 PM, Monday to Friday, with flexibility required in accordance with business needs.

Responsibilities

• Possess advanced skills in MS Word, PowerPoint, and Excel to create all types of documentation with speed and accuracy to meet client deadlines.
• Demonstrate exceptional accuracy and attention to detail.
• Collaborate with the business to meet their needs, including working with teams on deals and pitch production.
• Troubleshoot and provide support to clients and London DPU team members on firm templates, styles, and MS Office functions.
• Format and create PowerPoint decks for internal/external audiences, Legal Updates, and Brochures.
• Create documents for events, such as internal/external name badges, speakers' cards, dining place cards, holding slides, and signage.
• Apply excellent knowledge of the firm's visual identity principles and promote awareness within the London office.
• Understand and strictly adhere to the firm's and London Document Services' standards and protocols.
• Maintain a professional, confident, and enthusiastic team player attitude with a flexible, can-do approach.
• Exhibit excellent communication and organizational skills, capable of prioritizing often conflicting and demanding workloads.
• Be customer service focused, able to liaise and influence at all levels.
• Develop and maintain professional and helpful relationships with all users.
• Assist with and take ownership of internal/external queries in a polite and professional manner, using the most appropriate medium, seeking information, and resolving issues.
• Provide back-up support for other Legal Document Specialists.
• Maintain confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.
• Act as the primary point of contact for workflow from 4:30 PM to 10:00 PM.
• Monitor incoming requests, create BigHand tickets, 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.
• Perform any other ad hoc duties in line with the requirements of the business.

Qualifications

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

Experience

• Knowledge of Document Specialist work within a legal environment is 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 is preferred.
• Typing speed of 60 wpm.

Personal Attributes

• Personable, flexible, and enthusiastic approach to teamwork.
• Good, articulate telephone manner.
• Self-starter, ability to use initiative and provide proactive 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 organized.
• Ability to work under pressure within strict deadlines and take responsibility for their work.
• Strong organization and prioritization skills.
• Confidence in decision-making within defined parameters.
• Clear communication and team coordination abilities.
• Understanding of document production standards and workflow systems.

Inclusion at Mayer Brown

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, valuing different perspectives and ideas.

One of our core values at Mayer Brown is to promote inclusion at all levels within the business, 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.

Key skills/competency

• MS Office (Word, PowerPoint, Excel)
• Document Production
• Workflow Management
• Client Service
• Attention to Detail
• Typing Speed
• BigHand Hub
• Prioritization
• Communication Skills
• Confidentiality