Executive Assistant

Secretary and Admin Assistant Atlanta, GA


Description

Greenberg Traurig, a global law firm, currently has an excellent full-time employment opportunity in the Products Liability Practice of our Atlanta office. We offer competitive compensation and an excellent benefits package.

Position Summary:

The Executive Assistant provides a wide range of administrative, clerical and document processing services.  Candidate should also be flexible to work overtime as needed.


Duties & Responsibilities:

  • Answers, screens and prioritizes incoming calls (responding to inquiries and client needs)
  • Monitors high volume of incoming emails (organizes, deletes and responds as instructed by Shareholder)
  • General document production and word processing, maintaining client files, opening and distributing mail, correspondence, conflicts, intake and client coordination regarding billing 
  • Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Shareholder
  • Reconciles complex expenses, process reimbursements, and enter time for Shareholder in timely manner
  • Heavy calendar management. Frequent review of calendar with Shareholder to discuss travel, meetings, and what materials are needed. Updates calendar with deadlines and adjusts as deadlines are modified
  • Coordinates, compiles, organizes, and prepares materials for meetings and clients
  • Arranges client meetings, schedules conference calls in multiple time zones
  • Performs and researches conflict checks on new clients and matters
  • Drafts/proofreads/revises correspondence, engagement letters and other legal documents
  • Maintains and updates comprehensive contact information, notifying staff of updates
  • Follows-up with team members on workflow and deadlines
  • Maintains electronic and paper filings
  • Works closely and effectively with other department members to successfully complete projects
  • Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

 
Skills & Competencies:

  • High attention to detail, outstanding organizational skills and the ability to manage time effectively
  • Position also requires the ability to work under pressure to meet strict deadlines, effectively prioritize multiple tasks
  • Strong problem-solving skills, takes initiative and uses good judgment, excellent follow-up skills
  • Excellent interpersonal and communication skills (oral and written), professional demeanor and presentation
  • Candidate must be a self-starter who can work independently with minimal supervision
  • Recognize confidential, sensitive, and proprietary information and maintain such information as confidential
  • Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team
  • Provide outstanding client service, meet high quality standards for services and meet or exceed client expectations. Proactive in seeking innovative ways in which to help others
  • Some filing is required and this would entail the ability to bend and lift files up to 20/40 lbs. required, open filing cabinets and bend or stand as necessary
  • While performing the duties of this job, the employee is occasionally required to walk from work station, to desk or to go to various offices to retrieve assignments. This position may also be sedentary and require the employee to sit for extended periods of time
  • Requires manual dexterity to dial a telephone, enter data into a computer, handle objects and operate tools

 
Qualifications & Prior Experience:

  • Bachelor’s Degree or equivalent experience is preferred
  • Minimum 7-10 years of experience in a professional environment, preferably in a large law firm setting supporting top-level executives
  • Proficiency with Windows-based software and Microsoft Word, Excel and Outlook required
  • Exceptional computer skills with the ability to learn new software applications quickly



Greenberg Traurig is an Equal Opportunity Employer and committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

In support of our unwavering dedication to putting diversity, equity, and inclusion into action, GT participates in the Mansfield Rule Certification Program. This Program, which is administered by The Diversity Lab, aims to increase diverse representation in the legal industry. In July 2020, we achieved Mansfield Rule 3.0 Certification. A year later, in 2021, we achieved Mansfield 4.0 Certification Plus, meaning we went beyond the requirements of the original Mansfield program. Most recently, in 2022, GT gained Mansfield Rule 5.0 Certification Plus – again achieving the highest level of certification a law firm can obtain. GT is currently participating in the Mansfield Rule 6.0 Certification Program. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.
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