Receptionist / Administrative Assistant

Position Overview

Greenberg Traurig (GT), a globally recognized law firm with a presence in 15 countries, is seeking a highly motivated and organized Receptionist / Administrative Assistant to join our dynamic team in Riyadh, Saudi Arabia. This full-time position offers a competitive compensation package, comprehensive benefits, and the opportunity to contribute to an innovative and collaborative legal environment. The ideal candidate will thrive in a fast-paced setting, serving as the first point of contact for clients, attorneys, and visitors while providing exceptional administrative support to ensure seamless office operations.

Key Responsibilities

As the face of the firm, the Receptionist / Administrative Assistant plays a pivotal role in maintaining a professional, welcoming, and efficient front-desk environment. The position requires a proactive approach, strong organizational skills, and the ability to manage multiple priorities with precision. Core responsibilities include:

• Front Desk Management: Greet and welcome clients, visitors, and callers with professionalism and courtesy, ensuring a positive first impression. Notify internal teams of guest arrivals and maintain strict adherence to office security protocols, including visitor check-in procedures.
• Telephone and Communication Support: Answer, screen, and direct incoming calls with exceptional professionalism, ensuring prompt and accurate responses to inquiries. Serve as a liaison between clients, attorneys, and external stakeholders to facilitate seamless communication.
• Administrative Support: Provide high-level administrative assistance to Managing Shareholders, the Business Director, and attorneys, including scheduling appointments, managing correspondence, processing travel arrangements, and preparing legal and non-legal documents. Coordinate complex travel logistics, including flights, accommodations, and ground transportation for internal and external clients.
• Meeting and Conference Coordination: Reserve and prepare conference rooms, ensuring all meeting spaces are equipped with necessary materials and technology. Monitor room availability, manage setup requirements, and coordinate catering services for meetings, client events, and firm-sponsored activities.
• Office Operations and Logistics: Oversee the procurement and management of office supplies, including food, beverages, and stationery, while maintaining accurate inventory records. Process incoming and outgoing mail, coordinate messenger services, and manage faxing, scanning, and large-format printing tasks. Track visitor logs, delivery records, and package logs to ensure compliance with office policies.
• Vendor and Supply Chain Management: Liaise with external vendors to fulfill office purchasing needs, including furniture, equipment, and appliances. Submit invoices for payment processing and ensure timely delivery of supplies to maintain operational efficiency.
• Additional Support: Perform ad-hoc administrative tasks as required, including internal mail delivery, office inventory monitoring, and other duties to support the smooth functioning of the law office.

Qualifications and Skills

We are seeking a detail-oriented and adaptable professional with a strong client-focused mindset. The successful candidate will possess the following attributes:

• Proven experience in a receptionist or administrative role, preferably within a legal or corporate environment.
• Exceptional communication skills, both written and verbal, with the ability to interact professionally with clients and colleagues at all levels.
• Strong organizational abilities, including the capacity to manage multiple tasks and prioritize effectively in a fast-paced setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment and software.
• High level of professionalism, discretion, and the ability to maintain confidentiality in all aspects of the role.
• Willingness to work in-office, Sunday to Thursday, from 9:00 a.m. to 6:00 p.m.

Why Join Greenberg Traurig?

As a member of our team, you will benefit from a collaborative work environment, opportunities for professional growth, and the chance to contribute to high-profile legal projects. Greenberg Traurig is committed to fostering a diverse and inclusive workplace, where your skills and contributions are valued. If you are a proactive, detail-oriented professional looking to make an impact in a dynamic legal setting, we encourage you to apply for this exciting opportunity.