Hybrid Executive Assistant bei Greenberg Traurig LLP

The Business:

Greenberg Traurig LLP is now a global powerhouse with over 2,700 lawyers in 49 locations worldwide. Established in London in 2009, GT’s London office has expanded through strategic growth to become a full-service, multidisciplinary practice with more than 140 high-calibre lawyers. We provide tailored, partner-led strategic advice and efficient, cost-effective legal services to UK and international clients.

Our London team advises on a broad spectrum of domestic and cross-border legal issues, including in the areas of Arbitration, Banking & Finance, Capital Markets, Civil Fraud & Business Disputes, Corporate/M&A, Data Protection & Privacy, Employment, Competition Law and Regulatory, Funds, Intellectual Property, Litigation, Private Equity, Real Estate, Regulatory, Restructuring & Insolvency, Tax, and White Collar Crime & Investigations.

Reflective of London’s multifaceted business community, our client base is varied across many sectors, including chemicals, pharmaceuticals, life sciences, energy, retail, real estate, financial, automotive, and communications.

Our commitment to building long-term relationships with clients as well as establishing new ones has led to the office being consistently recognised by leading legal directories, including Chambers & Partners and Legal 500.

In addition, creating a diverse and inclusive work culture that offers our employees the opportunity and support they need to succeed is a core value for us at GT. We want to ensure potential employees are supported through the recruitment process and therefore we are happy to discuss any reasonable adjustments that are required at any stage of the process or upon joining GT.

The Role:

The individual will be responsible for a wide range of administrative, clerical and document processing services.  The candidate should also be flexible to work overtime as needed.

Responsibilities:

• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Shareholder
• Extensive mailbox management including reviewing high volume of incoming emails (prioritises email to review, deletes and responds to queries, drafting emails ready to send) and filing emails
• Extensive calendar management. Frequent review of diary with Shareholder to discuss travel, meetings, and what materials are needed. Update diary with deadlines and adjusts as deadlines are modified
• Arranges client meetings and schedules conference calls in multiple time zones
• Attends and takes notes, creates agendas and minutes of certain meetings
• Booking taxis and venues for drinks, lunch and dinner, including when travelling and preparing complex travel itineraries
• Reconciles bank statements and claiming expenses when needed, and entering time for Shareholder in timely manner
• Performs and researches conflict checks on new clients and opens matters
• Drafts/proofreads/revises correspondence, engagement letters and other legal documents
• Acting as in-house credit controller chasing up clients to pay invoices and liaising with accounts department in relation to all billing enquiries
• Working with the marketing team to assist with chambers submissions, pitches and proposals, social media posts, BD training for team
• Purchasing gifts for clients in various countries
• General office administration including printing, sending post and couriers and maintaining electronic and paper filings
• General document production and word processing
• Follows-up with team members on workflow and deadlines
• Works closely and effectively with other department members to successfully complete projects
• Reviewing Shareholder WIP and trust matters
• Handling sensitive and personal information regarding the shareholder
• Personal assistant tasks
• Providing support/cover for the legal secretary team within practice group when required
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned related to practice management

Experience, Skills and personal attributes:

• Experienced Legal Secretary or Executive Assistant in a professional environment, preferably a law firm
• Excellent writing and communications skills.
• Outstanding interpersonal and communication skills, both written and oral, with the ability to interact with people at all levels.
• Ability to demonstrate a flexible and hands-on attitude, responding effectively to rapidly changing circumstances.
• Excellent team player and strong interpersonal skills.
• Excellent IT skills with the ability to learn new software applications quickly
• High level of proficiency using Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Demonstrate a positive and can do attitude and be a role model for the team
• Excellent attention to detail and the ability to work well under pressure
• Demonstrate the ability to manage simultaneous workstreams to tight deadlines
• Candidate must be a self-starter who can work independently with minimal supervision
• Flexibility and adaptability in a fast-paced work environment
• Excellent accuracy, attention to detail and follow-through skills.
• Excellent time management and organisational skills.
• Recognise confidential, sensitive, and proprietary information and maintain such information as confidential
• Ability to solve problems and work using initiative.
• Always maintain a customer focused approach.

Qualifications:

Degree or equivalent experience is preferred

Inbox Management

• Organising and prioritising inbox to ensure efficiency (reviewing, flagging, responding and delegating).
• Ability to identify urgent matters and liaising with clients and internal colleagues.

Financial Hygiene

• Assisting with fee monitoring and forecasting reports.
• Acting as in-house credit controller for the team (chasing clients to pay invoices, rectifying any invoices for payment).
• Leading practice group meetings for WIP performance tracking and reporting.

Personal Assistant Responsibilities

• Managing all shareholders' global commitments and leadership tasks.
• Preparing key documents ahead of practice group and shareholder meetings.
• Carrying out a full range of personal assistant tasks.

Business Development

• Overseeing business development planning, ensuring high impact client engagement (pitches, materials and events).
• Owning the business development tracker and ensuring shareholders maintain key client relationships and follow up with potential clients.
• Organising and hosting internal and external BD events.

Practice Group Support

• Creating templates and initiatives to streamline work processes for shareholders and the team.
• Taking ownership of task delegation and following up on action points following team meetings.
• Supporting the lateral hiring process.

• Handles high-level financial, business development and operational responsibilities.
• Establishes strong client and business relationships, driving growth and revenue.
• Provides full personal assistant support creating more time for shareholders.
• Recognised as having a proactive and self-starter approach contributing to all aspects of client relationship management and revenue for the firm.