Coordinator: Practice Support
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, collaborative 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 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 thrive in a collaborative environment that values exceptional client service, initiative, professionalism, responsiveness, and adaptability, we invite you to consider joining our Secretarial department in our Los Angeles office as a Coordinator: Practice Support.
Under the general supervision of assigned attorneys and/or supervisor, performs complex and specialized secretarial support and legal document processing. We are seeking an experienced and highly organized Litigation Support Coordinator to provide comprehensive support to a busy litigation partner. The ideal candidate will function as the operational backbone of a demanding litigation practice-deeply embedded in the partner’s caseload, maintaining thorough knowledge of every active matter, anticipating needs, and serving as a project manager across all phases of litigation. This position is designed for someone who takes ownership, thinks ahead, and operates with the confidence and competence to keep a high-volume practice running smoothly.
Responsibilities
Essential Functions:
Case Management and Strategy Support:
- Maintain a thorough working knowledge of all active cases, including familiarity with and tracking of parties, deadlines, and general case strategy
- Track and manage daily calendars and calendaring of upcoming events
- Proactively monitor case developments, flag and help to prepare for upcoming deadlines for the partner
Document Preparation & Filing:
- Create shell, proofread, format, and finalize pleadings, motions, briefs, discovery requests and responses, subpoenas, and other litigation documents, as well as letters, emails and other written communications Excellent word processing skills and ability to enter edits carefully, accurately and promptly are essential skills and ability to resolve issues with documents
- Prepare and coordinate court filings in both state and federal courts
- Ensure all filings comply with applicable court rules, local rules, and formatting requirements
- Prepare tables of contents, tables of authorities, and exhibits for briefs and motions
- Compile key documents, exhibits and prepare briefing and hearing/conference binders, including indices, labels, tabs, and organization of pertinent documents
- Knowledge and/or ability to research court and filing requirements and procedures are paramount
- Careful editing and review of documents before providing to lawyers to ensure document preparation has been done correctly, names are spelled correctly, and formatting is correct
Deposition & Trial Support:
- Coordinate deposition scheduling, logistics, and court reporter arrangements
- Prepare deposition binders, exhibit sets, and outlines for the partner
- Assist with trial preparation, including working with paralegal to organize trial binders, exhibit lists, witness lists, and demonstratives
- Coordinate with trial technology team (designated hotseat individual) and manage courtroom logistics
- Assist with preparing jury instructions, verdict forms, and pre-trial and post-trial filings
Project Management & Practice Operations:
- Manage and prioritize the partner's litigation workflow, balancing competing deadlines across multiple matters
- Track budgets, billing, and outside vendor costs; assist with preparation of client billing and expense reports
- Coordinate with attorneys, junior associates, and staff assigned to matters
- Develop and maintain case timelines, status reports, and internal tracking systems
- Communicate with court clerks and chambers regarding scheduling, filings, and procedural questions
- Coordinate service of process and manage proof of service documentation
- Initiate and maintain processes for anticipating work needs and supporting case management in large complex cases
Administrative Duties:
- Responsible for working knowledge of legal secretary functions, including but not limited to: e-mail procedures, document saving procedures, managing personal and attorney calendars, telephone and voicemail procedures, operation of photocopy equipment, DTE software (including accurate selection of task codes when entering time) and timekeeping procedures, Messenger/UPS/FedEx and other courier services forms and procedures, filing, LegalKey and other Records Center procedures
- Responsible for answering all incoming calls and communicating messages to attorney
- Performs input and/or revision of documents in accordance with author’s instructions, utilizing Firm equipment and software in compliance with Firm standards and procedures.
- Responsible for transcription from tapes, preparing letters and memos; accurately proofreads work product; photocopies, assembles and distributes prepared materials as requested; redlines, e-mails or processes documents in accordance with author’s request; converts and formats documents using Word styles; repairs corrupt documents using DocX Tools; provides support to attorneys and handles specific projects
- Responsible for working knowledge of Firm and/or department sponsored equipment and software, including but not limited to: scanning software, E-Fax software and procedures, iManage, Word 2016 and related software, Best Authority, expense reports and Chrome River procedures
- Performs personal timekeeping, attendance (charting in Excel) and prepares timecard and any subsequent overtime report for timely submission. Provides overtime coverage as required
- Handle travel bookings with accuracy and attention to detail
- Handle communications with third parties, mindful of important time zone differences, selection of video conference tools, invitee calendaring and conflicts, and sending invites in an accurate and professional manner
- Performs other duties as assigned or required to meet Firm goals and objectives
Qualifications, Experience and Personal Attributes
Education/Training/Certifications:
- College degree preferred; paralegal certificate preferred
Professional Experience:
- Minimum of 7-10 years of litigation legal assistant or litigation paralegal experience, preferably supporting a senior partner or practice group leader
- Advanced proficiency in court filing procedures, including federal and state e-filing systems preferred
- Strong working knowledge of the Federal Rules of Civil Procedure, local court rules, and rules of evidence preferred
- Experience managing complex, multi-party litigation matters preferred
Technical Skills:
- Proficiency in Microsoft Office products, iManage, LegalKey, Best Authority, Intapp, Chrome River, CaseAnywhere, PACER, and scanning/E-Fax software
- Must be knowledgeable and proficient with specific California litigation document formatting procedures
Performance Traits:
- Demonstrates leadership qualities with the ability to work independently, anticipate needs, and operate with minimal supervision
- Ability to work collaboratively in a diverse team environment and effectively support attorneys and staff
- Excellent grammar, punctuation and spelling skills required
- Strong written and verbal communication skills; maintains professionalism in all interactions with Firm personnel and outside vendors
- Ability to work under pressure, meet deadlines with shifting priorities
- Must be a self-starter with a high level of initiative
- Strong customer service skills; able to anticipate attorney needs and act accordingly
- Strong attention to detail
- Exceptional organizational and project management skills with the ability to manage multiple high-priority matters simultaneously
- Maintains utmost standards of professionalism with colleagues and clients
- Maintains utmost confidentiality with respect to client and firm information and exercises discretion
- Exercises solid strategic thinking and problem-solving skills
Physical Requirements:
- 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.
We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request an accommodation related to the application process or interview, please email [email protected]. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.
Mayer Brown works with select external search firms that have been vetted against our standards. Firms without a contract or agreement with Mayer Brown are not authorized to represent that they are working with the Firm, nor are they entitled to placement fees. Mayer Brown does not accept unsolicited CVs from external recruiters. Submission of an unsolicited CV to Mayer Brown or any of its Partners or employees will not establish any right of priority for the submitting agency.
#LI-HYBRID #LI-LG1