Practice Group 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 Private Wealth Services Team as an Administrative Assistant in our San Diego (Del Mar) 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, ensuring efficiency and accuracy in every task. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in driving the team's success. If you are someone who has a strong work ethic, demonstrates initiative, adaptability, and innovation, and is looking to expand your knowledge by working with transactional attorneys, we invite you to join our team. This role will be based in our San Diego (Del Mar) office, on a primarily in-office basis (3-4 days in office). Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building. This role reports to the Business Director. Position Summary: The Practice Group Administrative Assistant provides administrative and records support to attorneys within the Private Wealth Services department. This entry-level role assists with document scanning, indexing, filing, and basic records maintenance, as well as supporting new matter setup, travel coordination, and expense processing. The position also helps maintain compliance with records procedures, legal holds, and ethical walls while providing general administrative support as needed for the group's Legal Support Specialists (LSS).

Key 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.

Qualifications

Skills & Competencies

• 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.

Education & Prior Experience

• 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).
• Experience with Records Management Systems like FileTrail is a plus.
• Ability to quickly learn new software applications.
• Availability to work full-time on-site with flexibility for overtime.

Technology

• 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.

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 supervisors 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 dial a telephone, enter data into a computer, handle objects, and operate tools
• 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: $28 to $32 per hour Actual pay will be adjusted based on experience, location, and other job-related factors permitted by law. 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. Apply tot his job Apply To this Job