Legal Support Specialist

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 Intellectual Property Team as a Legal Support Specialist located in our Boston office.

We are seeking a highly skilled professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate brings a can-do attitude and strong attention to detail, consistently delivering work with accuracy and efficiency. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. With a client-focused mindset and an initiative-taking approach, you will play a critical role in anticipating needs and providing support that drives success within your team. If you are someone who demonstrate initiatives, adaptability, and innovation, we invite you to join our team.

This role will be based in our Boston office, on a hybrid in-office basis (four day in-office). Regular in-office presence is required for day-to-day operations, as well as for team meetings, training opportunities, and relationship building. This role reports to the IP Manager.

Position Summary

The Legal Support Specialist provides advanced administrative support to attorneys within the Intellectual Property department. This role involves managing attorney responsibilities, coordinating with clients, and handling complex legal and administrative tasks. Flexibility for occasional overtime is required.

Key Responsibilities

• Composes, edits, and proofreads correspondence, memoranda, or other practice specific documents upon request of assigned attorneys.

• Develop a strong understanding of assigned attorneys’ practice and clients, including maintaining up-to-date calendar entries and meetings, client contacts, and client matter lists.

• Maintains case information, databases, and legal files (both paper & electronic) up-to-date and organized and in designated order.

• Provides client management support by maintaining client portals, running various client docket reports, and providing timely updated status chart reports for client portfolios. 

• Reviews, files, and prepares Information Disclosure Statement (IDS) and accompanying documents.

• Manages document deliveries and track final executed documentation.

• Assists attorneys with the client billing process by submitting conflicts checks, opening new matters, drafting engagement letters, and reviewing or editing client billing invoices.

• Makes domestic or international travel arrangements, accommodations, or entertainment arrangements for assigned attorneys.

• Processes and reconciles expense reports in a timely and proficient manner.

• Collaborates and works with Administrative Support Coordinators, Paralegals, and other legal support.

• Understands firm available resources and leverage most effective resource for desired results.

• Assists with overflow work and other special projects as assigned.

Qualifications:

Skills & Competencies:

• High attention to detail, outstanding organizational skills and the ability to manage time effectively.

• Excellent interpersonal, communication and customer service skills, and the ability to collaborate well in a team environment.

• Must be able to take initiative and be pro-active to assist attorneys and anticipate needs, including ability to resolve scheduling conflicts.   

• Must be reliable, responsible and fulfill client service obligations and internal/external deadlines.

• Ability to collaborate well in a team.

• Recognize confidential, sensitive, and proprietary information and maintain such information as confidential.

• Position also required the ability to work under pressure to meet strict deadlines.

Education & Prior Experience:

• 5-10 years of administrative experience in a professional office environment or law firm, preferred.

• Prior Intellectual Property knowledge or experience a plus. 

• Bachelor’s Degree or equivalent experience is preferred. 

Technology:

• Must be proficient in Microsoft Office Suite applications including Outlook, Word and Excel, as well as have experience with document management systems.

• Computer proficiency in 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

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.