Practice Group Administrative Assistant
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