Assigned Secretary - Japan Client

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 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 Washington D.C. office as an Assigned Secretary.

This role provides secretarial support to attorneys and other professional personnel which supports the firm’s Japan Client Initiative. This individual works as a team member with other secretaries to balance workload.

Responsibilities:

• Provides standard secretarial support to assigned attorneys, and extends support to the other attorney team members as needed to ensure workload balance amongst the administrative team. Manages calendars and schedules appointments. Maintains LegalKey filing system.
• Answers and screens calls and interacts with both internal and external clients.
• Organizes meetings or conferences by arranging facilities and catering, issuing information or invitations, preparing agendas and coordinating all details of the meetings.
• Creates, formats, revises, and proofs correspondence, client bills, and documents for accuracy and grammar with varied degrees of complexity. Sends faxes and makes photocopies.
• Performs complex and confidential functions such as creating and maintaining client contacts, arranging complex and detailed travel plans and itineraries, compiling documents for internal and travel-related meetings, assisting with preparation of new business presentations, entering attorney time, preparing expense reports and reconciling corporate credit card accounts.
• Other responsibilities and special projects as assigned by attorneys and/or secretarial manager.
• This position description is not intended to describe, in detail, the multitude of tasks that may be assigned. As the nature of the business demands change, and so, too, may the essential functions of this position.

• Communicates directly with Japanese clients
• Creates various corporate documents (i.e., meeting notices, minutes, proxy, written resolution in lieu of meetings, etc.) for clients’ shareholder meetings and board of director meetings (for both annual and special meetings) all under the supervision of a corporate area lawyer
• Assists clients with business registrations in various states
• Creates draft documents in connection with increase/decrease in clients’ assets
• Issues clients’ company stocks and maintain stock ledger
• Assists clients in filing quarterly report to SEC
• Attends to various corporate-related requests/inquiries from client and respond to same
• Translates corporate documents from/to English/Japanese at a professional level ensuring Mayer Brown’s highest quality
• Searches and verifies existence of corporate entities, their formal names and identity, etc.
• Researches basic corporate information in Japanese

• Monitors, analyzes, prepares and sends out a report on the latest developments of U.S. and other countries’ measures (i.e., against Russia in connection with its invasion of Ukraine)
• Researches on China-related information for monthly report to submit to JETRO; reviews and updates drafts
• Engages in due diligence research and analysis (including verification of sanctions status of various entities and individuals, Internet search and analysis (both in English and Japanese).

• Advises firm’s marketing and business development professionals on various aspects of business developments and promotion for Japan-based or Japan-affiliated companies.
• Drafts, revises, edits, and/or translates various marketing materials (i.e., firm brochure, business cards, holiday cards, etc.)
• Assists in firm events (i.e., Webinars), including, but not limited to, translation and review of the email invitation, serving as a contact person for questions for the Japanese clients, etc.

• Assists other secretaries when supporting Japanese clients/contacts (i.e., scheduling, correspondence, translation, etc.)
• Participates in various meetings and events in connection with Japan Commerce Association of Washington, D.C. and JCAW Foundation
• Coordinates business and logistics with Tokyo Office-based personnel
• Provides guide/assistance for international associates seconded from Japan

Qualifications:

Education/Training/Certifications:

• High school diploma or equivalent required
• 4 year college degree preferred

Professional Experience:

• Minimum 3 years secretarial experience required

Technical Skills:

• Proficiency in Microsoft Office products; accurate typing, grammar and spelling skills
• Professional-level fluency in Japanese – read/write/speak

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 and collaborate with others
• Must be a self-starter with a high level of initiative and ability to prioritize assignments effectively
• Strong customer service skills, able to anticipate needs
• Strong attention to detail, organizational skills and the ability to handle multiple projects and responsibilities
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills

Physical Requirements:

• May require travel to other offices as needed.

The typical pay scale for this position is between $81,100 and $107,300, 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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