Administrative Assistant

Greenberg Traurig•New York, NY

12d•$34 - $37•Onsite

About The Position

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment. Join our Intellectual Department Team as an Administrative Assistant in our New York City office. We are seeking a professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. If you are someone who demonstrates initiative, adaptability, and innovation, we invite you to join our team. This role will be based in our New York City Office, on an in-office basis. Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building. The Administrative Assistant will provide a range of clerical, administrative and coordination support to attorneys and professional staff in the Intellectual Property Department of the New York office. This individual should be flexible to work overtime as needed.

Requirements

Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs.
Strong written and verbal communication skills; ability to answer phones and transfer calls and professionally meet and greet visitors.
Strong attention to detail, organizational skills and ability to manage time effectively.
Excellent interpersonal skills and the ability to collaborate well in a team.
Ability to work under pressure to meet strict deadlines.
High School Diploma
1 - 2 years of experience in a professional administrative position, preferably in a law firm or large or mid-size organization.
Exceptional computer skills with the ability to learn new software applications quickly.
Proficiency with Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook required, as well as document management and other office technologies.
Understanding of AI capabilities, limitations, and responsible use in a professional environment.
Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.

Nice To Haves

College Degree is a plus.

Responsibilities

Provides administrative support for day-to-day activities in the office.
Creates an exceptional first impression for our clients and visitors and represents the firm in a positive and professional manner.
Manages attorney calendars, schedules meetings and appointments, reserves conference rooms and coordinates required ancillary services such as room set-up, meeting meals and AV support.
Assists with the preparation of meeting materials, agendas, notes, reports and other miscellaneous documents.
Answers incoming calls and directs them appropriately.
Provides out-of-office backup support.
Receives and directs deliveries and keeps accurate logs.
Assists with attorney time entry.
Provides travel assistance for attorneys.
Participates in the planning and execution of department events and activities.
Submits expenses reports, performs credit card reconciliation and processes invoices for payment.
Maintains and organizes physical and digital files.
Assists with special projects and other department activities as needed and performs additional duties and responsibilities as assigned.