Legal Support Specialist (formerly Legal Secretary)

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 Litigation Team as a Legal Support Specialist located in our Philadelphia 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 demonstrate initiatives, adaptability, and innovation, we invite you to join our team.

This role will be based in our Philadelphia office, on a hybrid basis. Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building. This role reports to the Senior Talent Services Manager.

Position Summary:

This position provides high-level secretarial and administrative support to three or more attorneys. Candidate should be flexible to work overtime as needed.

Key Responsibilities:

• Handles scheduling and travel arrangements. Schedules court appearances, depositions, arbitrations, mediations, client meetings and conference calls; arranges business itineraries and coordinates lawyers’ travel arrangements; processes travel reimbursement, maintains calendar and due dates for lawyers as required
• Sorts, reads and annotates incoming mail and documents as required. Answers phones and directs callers to appropriate persons as circumstances warrant
• Types and composes general correspondence, memos, legal documents, faxes, reports, etc. from various sources. Responsible for accuracy and clarity of final copy. Ensures that all correspondence or other documentation is dispatched in a timely manner (via mail, messenger, express delivery services, etc.)
• Prepares draft documents such as briefs, complaints, motions, subpoenas, summonses, using firm templates and information from attorneys. Prepares motion binders and special working binders
• Coordinates multi-document filings in Federal, Circuit and State courts, including E-filings
• Establishes and maintains filing and records, in both hard copy and electronic formats.
• Enters lawyers’ time as needed and sends to accounting by month-end deadlines. Prepares client billing as required
• Oversees and conducts document reviews; prepares documentation regarding criteria changes; tracks and reports on review progress and results
• Performs analytical tasks, including preparing witness interview memoranda, reviewing and summarizing documents and deposition and court transcripts and creating and using substantive coding tools
• Performs and oversees both simple and complex cite checking and proof reading of briefs and other legal documents
• 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
• Assists with printing, scanning, organizing exhibit binders, preparing UPS labels and certified letters
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Qualifications:

Skills & Competencies

• Proficiency with rules for court document filings
• Comprehension of a variety of legal court documents, including complaints, answers, rulings, judgments, affidavits, motions, appeals, table of contents/authorities, subpoenas, court dockets, reports, memos and correspondence
• Strong ability to maintain high standards, use good judgment and seek out ways to contribute and anticipate needs
• Strong attention to detail, organizational skills and ability to manage time effectively
• Excellent interpersonal skills, communication skills and the ability to collaborate well in a team
• Position also requires the ability to work under pressure to meet strict deadlines

Education & Prior Experience

• Bachelor’s Degree or equivalent experience preferred
• Minimum 10 years of experience in a law firm as a Litigation legal secretary/assistant

Technology

• Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies, expertise in e-filing
• Exceptional computer skills with the ability to learn new software applications quickly

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.