Legal Support Specialist

Greenberg Traurig, a global law firm, currently has an excellent full-time employment opportunity to work with our litigation team in our Boston office. We offer competitive compensation and an excellent benefits package.

Position Summary:

The Legal Support Specialist provides high-level administrative and legal support to a team of attorneys, including the office Co-managing Shareholder.  The successful candidate will be well versed with litigation procedure and practice in federal court and Massachusetts trial court and be able to complete assignments with a high degree of accuracy and attention to detail.  Candidate must be reliable, responsible, and take initiative to assist in all aspects of the attorneys’ workflow. 

Duties & Responsibilities: 

• Develops a strong understanding of assigned attorneys’ practice and clients, including maintaining up-to-date calendar entries and meetings, client contacts, and client matter lists
• Makes domestic or international travel arrangements, accommodations, or entertainment arrangements for assigned attorneys. Maintains up-to-date travel preferences (frequent flyers, seating preferences, passport, etc.)
• Processes and reconcile expense reports in a timely and proficient manner. Answers and directs phone calls for assigned attorneys and accurately screen, note, and send messages in a timely manner
• Manages and maintains attorney calendars, and daily schedule (including review of Outlook inbox, scheduling department meetings, client meetings, and follow-up of upcoming commitments and responsibilities)
• Assist attorneys in maintaining current list of client contacts and business contacts, including reminders for sending holiday cards/gifts
• Proactively coordinates internal/external meetings with limited direction. Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate)
• Maintain current contact information for litigation vendors such as process servers, couriers, printers, court reporters, e-discovery vendors, translation services, etc.
• Establishes and maintains files and records, in both hard copy and electronic formats. Files information in a timely manner. Retrieves information from files as requested. Sends files to storage on a periodic basis
• Oversees organization, maintenance and appropriate utilization of documents and other case-related materials, including maintenance of client-presentable and efficient work areas and case rooms
• Assists with printing, scanning, organizing exhibit binders, preparing UPS labels and certified letters
• Understand firm available resources and leverage most effective resource for desired results.
• Formats documents as appropriate for each court (consistent with litigator filing requirement instructions)
• Assists attorneys in in all stages of litigation cases from onset through post-trial
• Assists with motion practice, including assembling motion papers and exhibits, coordinating filings of pleadings and briefs, and ensuring proper service
• Assists with trial preparation, including creating trial notebooks, identifying, and organizing exhibits, coordinating witness schedules, maintaining trial calendars, and communicating effectively with opposing counsel and courtroom staff
• Coordinates multi-document filings in Federal, Circuit and State courts, including E-filings
• Assists billing attorneys with the client billing process by submitting conflicts checks, opening new matters, drafting engagement letters, and reviewing or editing client billing invoices
• Assists attorneys maintain court docket and with filing and serving litigation-related documents
• Prepares draft documents such as subpoenas, summonses, using firm templates and information from attorneys. Prepares motion binders and special working binders
• Draft cover letters or emails for filing, service, or notice to the court, opposing counsel, or client, as applicable
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Skills & Competencies: 

• Strong attention to detail, organizational skills, and ability to manage time effectively
• Strong ability to multi-task while maintaining high quality of work
• Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs
• Recognize confidential, sensitive, and proprietary information and maintain such information as confidential.
• Position also required the ability to work under pressure to meet strict deadlines
• Excellent interpersonal skills, communication skills and the ability to collaborate well in a team
• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel, and Outlook, as well as document management and other office technologies

Qualifications & Prior Experience:

• 3-5 years of hands-on litigation experience as a legal secretary within a law firm preferred
• Understanding of litigation process, procedure, and rules in federal court and Massachusetts trial court is a plus
• Must be proficient with Windows-based software and Microsoft Word, Excel, and Outlook (including and calendar and email management)
• Prior experience with firm software a plus (Concur, Pre-Bill Manager, Intapp Open, Intapp Time)
• Bachelor’s Degree or equivalent education and work experience

Greenberg Traurig is committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

Exemplifying our commitment to promoting inclusion and equity across our platform, the firm participates in the Mansfield Rule Certification Program (Mansfield). Mansfield, which is facilitated by The Diversity Lab, focuses on equal opportunity, fairness, and inclusivity. The Mansfield requirements are anchored in the consideration of expanded talent pools considered for select positions and open roles within the law firm and the implementation of and access to transparent processes. Utilizing the Mansfield framework, the firm’s progress and outcomes are measured and documented through Mansfield Certification Plus Metrics. In 2023, GT achieved Mansfield 6.0 Certification Plus. We are excited about our ongoing participation in Mansfield given the program’s alignment with the firm’s commitment to opportunities for advancement that are inclusive for everyone. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.