Transactional Legal Secretary Job at Greenberg Traurig LLP in Austin

Greenberg Traurig (GT), a global law firm, has an exciting full-time employment opportunity for a Legal Support Specialist (formerly known as Legal Secretary) in the transactional department of our Austin office. We offer competitive compensation and an excellent benefits package.

Position Summary:

This position supports up to three or more attorneys in a secretarial capacity. Provides a wide range of administrative, clerical and document processing services in the assigned department(s). Edit and finalize documents and correspondence, including contracts and contract schedules and exhibits. . Experience in construction and/or energy is preferred. Candidate should also be flexible to work overtime as needed.

Duties & Responsibilities:

• Maintains legal files (both paper & electronic), organizes and files documents in designated order, as well as prepares, keyboards, enters, proofreads and processes legal and administrative correspondence
• Processes time entry, opens new matters, drafts engagement letters and audits responses, makes travel arrangements, processes reimbursement expenses, maintains calendar, collates information, reviews and prepares billing invoices, and other administrative duties, as needed by the department
• Manages phone lines for supported attorneys, fields calls and conveys messages as necessary
• Communicates with clients, opposing counsel, and liaisons
• Scans documents, keyboards legal documents
• Manages document deliveries and tracks final executed documentation. Assists in preparing closing transcripts and legal documents to database for ongoing transactions
• Performs overflow typing, filing, or photocopying as time permits and as requested by other attorneys
• Coordinates and manages multiple transactional closings assists with due diligence procedures, online and factual searches; organization of due diligence materials
• Prepares, edits, formats and proofreads documents using word processing skills such as redlining, styles and schemes.
• Maintains timely and accurate timekeeping records
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned

Skills & Competencies:

• 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
• Some filing is required and this would entail the ability to lift files, open filing cabinets and bend or stand as necessary
• While performing the duties of this job, the employee is occasionally required to walk from work station, to desk or to go to various offices to retrieve assignments. This position may also be sedentary and require the employee to sit for extended periods of time
• Requires manual dexterity to dial a telephone, enter data into a computer, handle objects and operate tools

Qualifications & Prior Experience:

• Bachelor's Degree or equivalent experience is preferred
• Minimum 3 years of experience as a legal secretary working in a business law practice, with exposure to a transaction-based practice
• Computer proficiency in InTapp, iManage, Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook, as well as document management and other office technologies
• Exceptional computer skills with the ability to learn new software applications quickly.

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.