Paralegal and Secretarial Services Supervisor

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 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 department in our Los Angeles office, as a Paralegal and Secretarial Services Supervisor.

The Paralegal and Secretarial Services Supervisor is responsible for managing the Secretarial Staff and Paralegals in Los Angeles, Northern California, and Salt Lake City offices.

Essential Functions: 

• Responsible for day-to-day oversight Secretaries and Paralegals
• Evaluates short-term and long-term assignment recommendations
• Monitor performance and assess training needs of business services staff and arrange for additional software training as needed to keep the skills of the department at the highest standards
• Responsible for annual performance management via viDesktop for staff supervised by this position
• Responsible for PTO requests ensuring adequate coverage at secretarial desk
• Responsible for ensuring coverage for secretarial assignments needing temporary replacements and handling overflow work from secretaries
• Work closely with attorneys and paralegals to ensure their document needs are met
• Responsible for monitoring and maintaining attendance record documents for accuracy and sufficient accrued time is available
• Receive and approve overtime sheets for all Secretaries and Paralegals for verification before forwarded to Payroll Department
• Assist in planning of office locations and secretarial assignments to assure proper headcount for office
• Responsible for creating training programs for secretaries & paralegals for onboarding and on an ongoing basis
• Communicate regularly with employees and attorneys in order to keep current on assignment needs and issues
• Document performance issues, handle all necessary counseling sessions and submit written documentation of such to personnel files
• Manage disciplinary actions when needed in collaboration with the Director of Administration
• Responsible for ordering and maintaining current notary certificates for attorneys and business services staff
• Assists in firm-wide training initiatives to increase paralegal staff efficiency and effectiveness
• Perform monthly meetings with business services staff (paralegals, secretaries)
• Interview candidates for paralegal and secretary positions
• Responsible for reviewing and assisting paralegals on maintaining and improving their monthly utilization percentage
• Work with new and existing business services staff on inputting accurate time entries in Intapp
• Other projects and duties as assigned by the Director of Administration – West

Education/Training/Certifications:

• High School diploma or GED required
• Bachelor’s degree in related field Professional Experience preferred

Professional Experience:

• Two years supervisory experience preferred, preferably in a large law firm environment. Previous legal secretarial experience a plus

Technical Skills:

• Must be computer proficient with strong knowledge of all software used by the firm.

Performance Traits:

• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• 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 needs and exercise independent judgment
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills

Management Accountabilities:

• Manages processes for direct reports in regards to performance appraisals, annual compensation, goal setting and performance counselling
• Demonstrated leadership and supervisory experience
• Operational budget analysis and recommendations
• Conducts analysis of staffing levels and participation in the recruitment process
• Able to determine and implement change processes to improve workflow efficiencies
• Process- and service-oriented with strong leadership and project management skills
• Able to set priorities and delegate in an efficient manner

The typical pay scale for this position is between $116,000 and $153,400, although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified. 

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.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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