Job Description

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 Government Law & Policy and Private Wealth Services team as a Legal Support Specialist located in our Austin 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. 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 Austin office, on an onsite basis with an option to work remotely one day a week.

This position supports up to five or more attorneys in a secretarial capacity. Provides a wide range of administrative, secretarial and document processing services in the assigned practice groups, which include Government Law & Policy and Private Wealth Services. Candidate should also be flexible to work overtime as needed. The role requires familiarity with regulatory, legislative, and policy-related matters, as well as private client services involving estate planning, trusts, and wealth structuring. While experience in these practice areas is strongly preferred, candidates with solid legal support experience in other practice areas and a demonstrated ability to learn new subject matter are encouraged to apply.

Key Responsibilities

• Types, edits, proofreads, or processes legal documents upon request of assigned attorneys, including correspondence, memoranda, pleadings, or other documents, including policy memoranda, regulatory submissions, comment letters, estate planning documents, trust agreements, wills, and fiduciary-related correspondence.

• Receives and/or screens telephone calls for supported attorneys, fields calls and conveys messages as necessary

• Communicates with clients, opposing counsel, courts, government agencies, regulatory bodies, and high-net-worth individuals and their advisors (e.g., accountants, financial advisors, trustees)

• Maintains legal files (both paper & electronic), organizes and files documents in designated order

• Processes time entry, opens new matters, drafts engagement letters and audits responses, makes travel arrangements, processes reimbursement expenses, maintains attorney calendar, collates information, writes reports, prepares agendas, reviews and prepares billing invoices, and other administrative duties, on an as-needed basis

• Updates case information, scans documents, keyboards legal documents, and conducts internet research

• Manages document deliveries and tracks final executed documentation

• Assists in preparing closing transcripts and legal documents to database for ongoing transactions Not sure if this is applicable?

• Assists with overflow work and other projects as needed

• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Qualifications

Skills & Competencies

• Knowledge of laws, legal codes, court procedures or agency rules of assigned practice groups (ex. State and Federal court filing, including e-filings), with preferred familiarity in administrative law, regulatory processes, and estate and trust administration.

• Skilled in handling administrative tasks such as lawyer time entry, travel arrangements and processing invoices and expenses

• Strong attention to detail, organizational skills and ability to manage time effectively, particularly when handling sensitive client information and complex, multi-party transactions or matters.

• Excellent interpersonal skills, communication skills and the ability to collaborate well in a team, including professionalism when interacting with government officials and high-net-worth clients.

• Position also requires the ability to work under pressure to meet strict deadlines, including regulatory or filing deadlines and client-driven timelines.

Education & Prior Experience

• Bachelor’s Degree or equivalent experience is preferred

• Minimum 2 years of experience as a legal secretary within a law firm or other professional organization is preferred

Technology

• Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies

• Exceptional computer skills with the ability to learn new software applications quickly

• Demonstrates a basic understanding of artificial intelligence (AI), including core capabilities, limitations, and importance of data privacy, accuracy, verification, and ethical considerations within a professional services environment

• Familiarity with or willingness to learn AI platforms (e.g., Microsoft Copilot, ChatGPT, or similar tools) and incorporate them responsibly into day-to-day workflows to enhance daily work tasks as appropriate and/or directed

• Proactive approach to learning and adapting to emerging AI and related technologies and contributes to a culture of innovation

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.