​​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