Administrative Assistant

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 Administrative Team as an Administrative Assistant located in our Phoenix office.

We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities while 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 service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in driving success and anticipating needs. If you are someone who values precision, adaptability, and innovation, we invite you to join our team and make a meaningful impact.

Position Summary

The Administrative Assistant will provide general office support to the Business Director, the office and its Attorneys and Professional Staff. The Administrative Assistant will support the front-of-house functions and provides reception and conference center coverage and assist Legal Support Specialists and Attorneys with administrative tasks and responsibilities. This individual should also be flexible to work overtime as needed. This is an in-office position, 5 days a week. This role reports to the Business Director.

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. Greets guests, assigns offices, assists guests with secretarial support, assists with travel/hotel needs and creates name cards for guests

• Schedules meetings, books conference rooms and maintains the visitor log; manages conference room setups to ensure reservation requests are met prior to scheduled meeting; manages video conferencing setups, assists guests with connecting to WIFI and with login troubleshooting

• Answers incoming calls (locally and nationally) and directs them appropriately

• Liaison to building management; submit service requests

• Maintains leave calendar and manages out-of-office backup support, including Legal Support Specialists

• Oversee the Library & Research services

• 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 in-house events and activities

• Arranges for catering and acts as liaison between food service staff and firm to ensure perfect order and timing. Directs caterers upon arrival. Manages supplies and beverage inventory

• Orders supplies; assists with expense reporting/credit card reconciliation

• Submits invoices for payment and direct vendor contact

• Assists with annual budget

• Assists with 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 in Hospitality Management is a plus

• Five years of experience in a professional administrative position, preferably in a large or mid-size organization

• Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook

• Exceptional computer skills with the ability to learn new software applications quickly

Technology

• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies