Administrative Assistant

Position Summary:

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.

Position Summary:

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.

Key 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.

Qualifications:

Skills & Competencies

• 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.

Education & Prior Experience

• High School Diploma; College Degree is a plus.
• 1 - 2 years of experience in a professional administrative position, preferably in a law firm or large or mid-size organization.

Technology

• 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.

Physical Requirements:

• While performing the duties of this job, the employee is occasionally required to move from workstation or desk throughout the work area to work independently or with a team to meet with colleagues or supervisor and retrieve work assignments.
• This position may also be sedentary and require the employee to sit for extended periods of time.
• Requires manual dexterity to use a phone, enter data into a computer, handle objects, and use office equipment.
• Some filing is required and this would entail the ability to lift files, open filing cabinets, and bend or stand as necessary.

The expected pay range for this position is: $33.73 to $37.32 per hour Salary will be determined based upon education, experience, job related factors permitted by law, internal equity, and market data, including geographic pay differentials in locations where market pay differs from the national average. Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.

GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individual’s race, sex, or other protected characteristics and to the principles of non-discrimination on any protected basis.