Legal Practice Assistant (Executive Assistant)

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 and diverse 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 Tokyo office.

Responsibilities

• Proactively manage diaries, phone calls and workflows, schedule and arrange internal and external meetings, arrange travels, and handle correspondence
• Communicate effectively with management, internal and external clients
• Coordinate and manage local and overseas business-related activities
• Assist in various reports preparation to facilitate strategic planning
• Assist in drafting and formatting legal documents and preparing presentation materials
• Prepare bills to clients and input timesheets for fee-earners
• Provide a responsive and professional support service with a flexible and enthusiastic approach to team work
• Maintain and update client information, case files and legal database, responsible for record keeping and locating files, on the Firm's document management system
• Maintain an awareness and understanding of lawyers’ calendar and cases to deliver on-time service
• Perform administrative role and duties with a client-focused basis
• Work cooperatively with other legal secretaries and support departments

Qualifications, Experience and Personal Attributes

• Degree/Diploma holder or completion of formal secretarial training
• Legal secretarial experience from well regarded law firms with experience ideally in Finance / Corporate and Securities practice
• Strong communication skills in both written and spoken Japanese and English
• Strong computer skills and excellent typing skills; highly proficient in Microsoft Office i.e. Word, Excel, Outlook, PowerPoint etc. Practical experience in Aderant suite or similar accounting system is a plus.
• Strong interpersonal skills to interface with internal and external clients
• High energy, efficient, highly organized, self-motivated, strong sense of responsibility, willing to help others
• Detail-oriented; ability to multitask and work independently under pressure
• Flexibility to work beyond office hours as required