Legal Support Specialist

Greenberg Traurig, LLP; Uniondale (NY); On-site; USD 64,000 - 72,000; Full time

Benefits offered by this job

Discretionary bonus

Health insurance with HSA

Short-term disability

Long-term disability

Dental insurance

Vision care

Life insurance

Health Care and Dependent Care FSA

401K

Vacation

Sick time

Employee assistance program

Commuter transit programs

Job summary

Greenberg Traurig, LLP in New York seeks a seasoned Legal Support Specialist to back the Global Restructuring and Special Situations practice. You will coordinate calendars, travel, client files, and billing with precision.

The role requires excellent communication, organization, and the ability to multi-task under deadlines. Regular in-office presence in NY offices is expected, with occasional overtime.

Qualifications

• Extremely organized, detail-oriented, able to multi-task and prioritize their workload.
• The successful candidate should be a self-starter, forward-thinking, action-oriented and focused.
• Excellent interpersonal skills and the ability to collaborate well in a team as well as work independently.
• Strong attention to detail, organizational skills and ability to manage time effectively.
• Requires the ability to work under pressure to meet strict deadlines.
• Excellent verbal and written communication skills.
• Learn quickly to adapt to new situations.
• The ability to respond outside of normal business hours.

Responsibilities

• Manages and maintains busy calendar and schedule appointments.
• Prepares and organizes complex travel arrangements.
• Maintains client files, updates contact lists.
• Conserves attorneys’ time by reading, researching and routing correspondence.
• Monitors, screens, and responds to and distribute incoming communications.
• Processes reimbursement expenses, heavy expenditure reporting and credit card reconciliation.
• Manages invoicing, client billing and collections, time entry.
• Heavy client contact (including with opposing counsel and courts) for coordination and to assist with the management of client relationships.
• Drafts client engagement letters and process conflict checks and new matter requests.
• Assists in business development initiatives and filings, including coordinating events with marketing.
• Maintains legal files (both paper & electronic).
• Assists with filing pleadings with the court and service thereof.
• Assists with preparing fee applications for estate representations.
• Prepares agendas, reviews and preparation of billing invoices, and other administrative duties, as needed by the department.
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned.

Skills

Organized

Detail-oriented

Self-starter

Interpersonal skills

Communication

Time management

Under pressure

Flexible hours

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Document management

AI tools

Job description

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 Team as a Legal Support Specialist located in our New York City, Westchester or Nassau County 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 while 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 service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in driving success and anticipating needs. If you are someone who values precision, adaptability, and innovation, we invite you to join our team and make a meaningful impact.

This role will be based in our New York City, Westchester or Nassau County Office. Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building.

Position Summary

The Legal Support Specialist will support attorneys within our Global Restructuring and Special Situations practice. The Legal Support Specialist will serve as the key point of contact for both internal and external clients, will serve as a liaison between the attorneys and clients and will provide a wide range of administrative, clerical and document processing services as well as assist in organizing client events and processing and following up for payment on invoices. The Legal Support Specialist must perform in an organized, efficient manner, be results driven, have the ability to exercise good judgment and can maintain a multitude of assignments with minimal supervision at a high level of professionalism. Candidate should also be flexible to work overtime as needed.

Key Responsibilities

• Manages and maintains busy calendar and schedule appointments.
• Prepares and organizes complex travel arrangements.
• Maintains client files, updates contact lists.
• Conserves attorneys’ time by reading, researching and routing correspondence.
• Monitors, screens, and responds to and distribute incoming communications.
• Processes reimbursement expenses, heavy expenditure reporting and credit card reconciliation.
• Manages invoicing, client billing and collections, time entry.
• Heavy client contact (including with opposing counsel and courts) for coordination and to assist with the management of client relationships.
• Drafts client engagement letters and process conflict checks and new matter requests.
• Assists in business development initiatives and filings, including coordinating events with marketing.
• Maintains legal files (both paper & electronic).
• Assists with filing pleadings with the court and service thereof.
• Assists with preparing fee applications for estate representations.
• Prepares agendas, reviews and preparation of billing invoices, and other administrative duties, as needed by the department.
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned.

Qualifications

Skills & Competencies

• Extremely organized, detail-oriented, able to multi-task and prioritize their workload.
• The successful candidate should be a self-starter, forward-thinking, action-oriented and focused.
• Excellent interpersonal skills and the ability to collaborate well in a team as well as work independently.
• Strong attention to detail, organizational skills and ability to manage time effectively.
• Requires the ability to work under pressure to meet strict deadlines.
• Excellent verbal and written communication skills.
• Learn quickly to adapt to new situations.
• The ability to respond outside of normal business hours.

Education & Prior Experience

• Bachelor's degree or equivalent experience preferred.
• Minimum 5 years of experience as a legal secretary/assistant, working in a business law practice with focus on the bankruptcy practice area.
• Proficiency with invoicing and fee applications.

Technology

• Exceptional computer skills with the ability to learn new software applications quickly.
• Proficiency with Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook required, as well as document management and other office technologies.
• 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.

Physical Requirements

• While performing the duties of this job, the employee is occasionally required to move from workstation or desk throughout the work area to work independently or with a team to meet with colleagues or supervisor and retrieve work assignments.
• This position may also be sedentary and require the employee to sit for extended periods of time.
• Requires manual dexterity to use a phone, enter data into a computer, handle objects, and use office equipment.
• Some filing is required and this would entail the ability to lift files, open filing cabinets, and bend or stand as necessary.

The Expected Pay Range For This Position Is

$46.70 to $52.20 per hour

Salary will be determined based upon education, experience, job related factors permitted by law, internal equity, and market data, including geographic pay differentials in locations where market pay differs from the national average. Full time employees may be eligible for a discretionary bonus, health insurance with an optional HSA, short term disability, long term disability, dental insurance, vision care, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, 401K, vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary critical illness and cancer insurance and pet insurance. Commuter and Transit programs may also be available in certain markets.

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.