Executive Support Specialist

The San Francisco office of Greenberg Traurig, a global law firm, currently has an excellent full-time employment opportunity for an Executive Support Specialist in the Labor & Employment Department. We offer competitive compensation and an excellent benefits package.      

Position Summary:      

The Executive Support Specialist will support the Firm’s Chairman of Northern California as well as collaborate with other shareholders, associates, and legal support specialists on the day-to-day labor & employment/litigation functions for our Firm’s robust Labor & Employment Practice Group. Further, this position requires three (3) days a week of in-office work.

PLEASE NOTE: This position is NOT eligible for a fully remote schedule. The current core office days for San Francisco are Tuesday, Wednesday, and Thursday with work from home options on Mondays and Fridays, business needs permitting. This candidate will be required to possess a four-year degree and at least 3-5 years of experience in California state and federal litigation.     

Duties & Responsibilities:      

• Answers, screens and prioritizes incoming calls (responding to inquiries and client needs)

• Monitors high volume of incoming emails (organizes, deletes and responds as instructed by Shareholder)

• General document production and word processing, maintaining client files, opening and distributing mail, correspondence, conflicts, intake and client coordination regarding billing 

• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Shareholder

• Reconciles complex expenses, process reimbursements, and enter time for Shareholder in timely manner

• Heavy calendar management. Frequent review of calendar with Shareholder to discuss travel, meetings, and what materials are needed. Updates calendar with deadlines and adjusts as deadlines are modified

• Proactively and professionally coordinates, compiles, organizes, and prepares materials for meetings and clients

• Arranges client meetings, schedules conference calls in multiple time zones

• Performs and researches conflict checks on new clients and matters

• Drafts/proofreads/revises correspondence, engagement letters and other legal documents

• Maintains and updates comprehensive contact information, notifying staff of updates

• Follows-up with team members on workflow and deadlines

• Maintains electronic and paper filings

• Works closely and effectively with other department members to successfully complete projects

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

Skills & Competencies:     

• Self-starter, proactive, and high attention to detail, outstanding organizational skills and the ability to manage time effectively

• Position also requires the ability to work under pressure to meet strict deadlines, effectively prioritize multiple tasks

• Strong problem-solving skills, takes initiative and uses good judgment, excellent …