Labor & Employment Practice Group Administrative Assistant

Greenberg Traurig (GT) is a global law firm with locations across 15 countries. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment. This role is based in our San Diego (Del Mar) office on a primarily in-office basis (3-4 days in office). Regular in-office presence is required for day-to-day operations, team meetings, training opportunities, and relationship building. The role reports to the Business Director but supports the Co-Managing Shareholder’s litigation team and other senior attorneys and paralegals in the group.

About the role

The Practice Group Administrative Assistant provides administrative and records support to attorneys and/or paralegals within the Labor & Employment department. This entry-level role assists with document scanning, indexing, filing, and basic records maintenance, as well as supporting new matter setup, travel coordination, and expense processing. The position also helps maintain compliance with records procedures, legal holds, and ethical walls while providing general administrative support as needed for the group’s associates and/or paralegals.

Responsibilities

• Provides practice group and administrative support for the labor & employment department in San Diego.
• Scans and indexes documents into the document management system; performs general file maintenance including retrieving and distributing documents from various sources.
• Supports new matter opening for a high volume litigation desk.
• Coordinates department-specific documents for office meetings.
• Coordinates travel arrangements and processes expense reimbursements and vendor invoices.
• Assists with opening new client matters.
• Conducts label review, validation, and provision.
• Indexes materials into the RMS database.
• Processes collections for transfers for departing attorneys and clients.
• Coordinates pickups and deliveries with offsite storage vendors.
• Handles labeling and auditing of files under Ethical Wall or Legal Hold.
• Responds to inquiries regarding records, files, and processes.
• Assists with overflow secretarial work and performs additional duties and responsibilities as assigned.

Requirements

Education & Prior Experience

• At least a two-year (Associates) degree is required for this role with preference to those having studied legal studies, paralegal studies, or the like.
• 1-3 years of administrative or records experience, preferably in a law firm or professional services environment.

Skills & Competencies

• Superior attention to detail and outstanding organizational skills.
• Excellent interpersonal and communication skills, both oral and written.
• Strong problem-solving abilities and good judgment.
• Ability to manage time effectively under pressure and meet strict deadlines.
• Motivated self-starter who can work independently and collaboratively.
• Maintain confidentiality of sensitive information.
• Establish and maintain effective working relationships within the firm.

Technology Proficiency

• Proficiency with Windows-based software and Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
• Experience with Records Management Systems like FileTrail is a plus.
• Ability to quickly learn new software applications.
• Availability to work full-time on-site with flexibility for overtime.
• Understanding of AI capabilities, limitations, and responsible use in a professional environment.
• Familiarity with, or willingness to learn, firm-approved AI tools (e.g., Copilot, ChatGPT, or similar platforms) to support daily workflow and/or improve work quality.

Pay

The expected pay range for this position is $37.50 to $49 per hour. Actual pay will be adjusted based on experience, location, and other job-related factors permitted by law.

Benefits

• Discretionary bonus (for full-time employees).
• Health insurance with an optional HSA.
• Short-term and long-term disability insurance.
• Dental and vision care insurance.
• Life insurance.
• Healthcare and Dependent Care Flexible Spending Accounts.
• 401K retirement plan.
• Vacation and sick time.
• Employee assistance program.
• Voluntary programs including accident insurance, life insurance, disability insurance, critical illness and cancer insurance, and pet insurance.
• Commuter and Transit programs (available in certain markets).

Schedule

This role is full-time, primarily in-office (3-4 days in office).