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 role offers a competitive compensation package, comprehensive benefits, and the opportunity to contribute to an innovative and collaborative legal environment. The ideal candidate will serve as the first point of contact for clients, attorneys, and visitors, ensuring a seamless and professional experience while supporting the firm’s operational excellence.

Key Responsibilities

The Receptionist / Administrative Assistant will play a pivotal role in maintaining the firm’s front-desk operations and providing administrative support to attorneys, the Managing Shareholders, and the Business Director. This position requires a proactive approach, exceptional organizational skills, and the ability to manage multiple priorities in a fast-paced legal setting. Core responsibilities include:

• Front Desk Management: Create a welcoming and professional first impression for clients, visitors, and callers by greeting guests, managing visitor check-ins, and promptly notifying internal parties of arrivals to ensure office security and efficiency.
• Telephone and Communication Support: Answer, screen, and direct incoming calls with professionalism and courtesy, ensuring all inquiries are handled promptly and accurately.
• Administrative Assistance: Provide comprehensive administrative support to attorneys and leadership, including scheduling appointments, managing correspondence, processing travel arrangements, coordinating expense reports, and preparing legal and non-legal documents.
• Meeting and Conference Room Coordination: Reserve and manage conference rooms, ensuring proper setup and adherence to reservation schedules. Monitor room availability and proactively address any scheduling conflicts.
• Transportation and Logistics Support: Arrange transportation for internal and external clients, including taxis, car services, airport transfers, and court-related travel. Coordinate all logistical details to ensure smooth and timely arrangements.
• Event and Meeting Support: Assist with the planning, setup, and coordination of client meetings, firm-sponsored events, and office functions. Order catering, manage supplies, and ensure all arrangements meet the firm’s high standards.
• Office Operations and Supply Management: Maintain accurate records of visitor logs, deliveries, and outgoing packages. Manage office supplies, including food, beverages, and stationery, by tracking inventory and coordinating purchases with vendors. Ensure all invoices are processed for timely payment.
• Document and Mail Handling: Perform essential office services such as internal mail delivery, processing incoming and outgoing mail, coordinating messenger services, and managing faxing, scanning, copying, and large-format printing tasks.
• Vendor and Inventory Coordination: Work closely with vendors to fulfill office purchasing needs, including furniture, equipment, and appliances. Monitor inventory levels and submit requisitions to maintain an efficient and well-equipped workspace.

Qualifications and Skills

We are seeking a detail-oriented and adaptable professional with a strong client-focused mindset and excellent communication skills. The ideal candidate will have prior experience in a fast-paced administrative or receptionist role, preferably within a legal or corporate environment. Proficiency in Microsoft Office Suite, exceptional organizational abilities, and the capacity to manage competing priorities are essential. Fluency in English is required, and additional language skills are a plus. The ability to work collaboratively in a team-oriented setting while maintaining a high level of professionalism is critical.

Work Environment

This position is based in our Riyadh office and follows a Sunday to Thursday schedule from 9:00 a.m. to 6:00 p.m. The Receptionist / Administrative Assistant will thrive in a dynamic, professional environment where adaptability, initiative, and a commitment to excellence are highly valued. If you are a proactive problem-solver with a passion for supporting a busy legal team, we encourage you to apply and become an integral part of our global firm.