Greenberg Traurig (GT) is a global law firm with locations across the world, and they are seeking an Administrative Assistant for their Private Wealth Services Team in San Diego. This entry-level role provides administrative and records support to attorneys, assisting with document management, travel coordination, and compliance with records procedures.
Responsibilities
- Provides practice group and administrative support for the private wealth services department in San Diego
- Scans and index documents into the document management system; perform general file maintenance including retrieving and distributing documents from various sources
- Responsible for original estate planning documents and the transfers of these documents between locations
- Coordinates department-specific documents for office meetings
- Coordinates travel arrangements and process expense reimbursements and vendor invoices
- Assists with opening new client matters
- Conducts label review, validation, and provision
- Index materials into the RMS database
- Performs onsite and offsite collection audits
- Processes collections for transfers for departing attorneys and clients
- Coordinated pickups and deliveries with offsite storage vendors
- Handled labeling and auditing of files under Ethical Wall or Legal Hold
- Respond to inquiries regarding records, files, and processes
- Assisted with overflow secretarial work and perform additional duties and responsibilities as assigned
Skills
- High school diploma or its equivalent required; college degree is a plus
- 1-3 years of administrative or records experience, preferably in a law firm or professional services environment
- Proficiency with Windows-based software and Microsoft Office Suite (Word, PowerPoint, Excel, Outlook)
- Ability to quickly learn new software applications
- Availability to work full-time on-site with flexibility for overtime
- Superior attention to detail and outstanding organizational skills
- Excellent interpersonal and communication skills, both oral and written
- Strong problem-solving abilities and good judgment
- Ability to manage time effectively under pressure and meet strict deadlines
- Motivated self-starter who can work independently and collaboratively
- Maintain confidentiality of sensitive information
- Establish and maintain effective working relationships within the firm
- Experience with Records Management Systems like FileTrail is a plus
- Proficiency in Microsoft Office Suite, Adobe Acrobat, and legal document management systems
- Experience with corporate filing platforms and entity management software (such as CSC, GEMS, hCue) is highly desirable
- Exceptional computer skills with the ability to learn new software applications quickly
Benefits
- 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
- Employee assistance program
- Voluntary accident insurance
- Voluntary life
- Voluntary disability
- Voluntary critical illness and cancer insurance
- Pet insurance
- Commuter and Transit programs
Company Overview
Greenberg Traurig, LLP (GT) has approximately 2,650 attorneys in 45 locations in the United States, Latin America, Europe, Asia, and the Middle East. It was founded in 2003, and is headquartered in Amsterdam, North Holland, NL, with a workforce of 51-200 employees. Its website is https://www.gtlaw.com/en/locations/amsterdam.