Executive 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 Intellectual Department Team as an Executive Assistant in our New York City office.

We are seeking a 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. 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 client service. If you are someone who demonstrates initiative, adaptability, and innovation, we invite you to join our team.

This role will be based in our New York City Office, on an in-office basis.   Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building.

Position Summary: 

The Executive Assistant provides high-level administrative and operational support as well as serves as the key point of contact for both internal and external clients and as a liaison between the attorneys and clients.  The ideal must possess the ability to maintain high levels of confidentiality, be results driven, have the ability to exercise good judgment and can maintain a multitude of assignments with minimal supervision at a high level of professionalism. 

Key Responsibilities:

• Manages and maintains busy calendar, email and telephone, and schedules appointments.
• Prepares and organizes complex travel arrangements.
• Maintains client files, updates contact lists.
• Document management and production, drafting letters and correspondence (including word processing, transcribing and proof reading).
• Conserves attorneys time by reading, researching and routing correspondence.
• Monitors, screens, and responds to and distributes incoming communication.
• Processes reimbursement expenses, heavy expenditure reporting and credit card reconciliation.
• Manages client billing and collections, time entry.
• Heavy client contact for coordination and to assist with the management of client relationships.
• Coordinates client engagement and conflicts process.
• Assists in business development initiatives and filings.
• Other special projects, as needed.

Qualifications:

Skills & Competencies

• Extremely organized, detail-oriented, able to multi-task and prioritize their workload and work well under pressure.
• The successful candidate should be a self-starter, forward-thinking, action-oriented and focused.
• Excellent interpersonal skills and the ability to collaborate well in a team as well as work independently.
• Strong attention to detail, organizational skills and ability to manage time effectively.
• Requires the ability to work under pressure to meet strict deadlines.
• Excellent verbal and written communication skills.
• Learn quickly to adapt to new situations.
• The ability to respond outside of normal business hours.

Education & Prior Experience

• The ideal candidate will have five or more years' experience as an administrative or executive assistant, in a professional administrative position in large or medium size organization.
• Experience in a fast-paced, executive level work environment is highly desired.
• Bachelor's degree or equivalent experience preferred.

Technology

• Exceptional computer skills with the ability to learn new software applications quickly.
• Proficiency with Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook required, as well as document management and other office technologies.
• Understanding of AI capabilities, limitations, and responsible use in a professional environment.
• Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality. 

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 supervisor 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 use a phone, enter data into a computer, handle objects, and use office equipment.
• Some filing is required and this would entail the ability to lift files, open filing cabinets, and bend or stand as necessary.

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. ​