Receptionist / Administrative Assistant📣 Job Ad

About the Role

Greenberg Traurig, LLP, a global law firm, is seeking a full-time Receptionist / Administrative Assistant for its office in Riyadh, Saudi Arabia. This role serves as the primary point of contact for clients, visitors, and callers, ensuring a professional, welcoming, and efficient front-desk environment. The position requires 5-10 years of relevant experience and is central to maintaining smooth office operations in a fast-paced law firm setting.

Key Reception and Office Support Functions

• Represent the firm professionally, creating a positive first impression for clients and visitors.
• Greet guests, promptly notify internal parties of their arrival, and ensure all guests check in at reception for security.
• Answer, screen, and direct incoming telephone calls courteously and professionally.
• Coordinate conference room reservations, manage setup, and proactively monitor schedules to meet meeting requirements.
• Order catering and assist with the setup and coordination of meetings, client events, and office functions.
• Purchase, track, and stock food, beverages, and office supplies; manage vendor relations and submit invoices for payment processing.
• Maintain visitor logs, delivery records, outgoing package logs, and other office tracking records.
• Perform office services including internal mail delivery, processing incoming/outgoing mail, coordinating messenger services, faxing, scanning, copying, and large-format printing.
• Monitor office inventory and order stationery, furniture, equipment, and other supplies as required.

Administrative Support and Coordination

• Provide administrative support to Managing Shareholders, the Business Director, and attorneys, including scheduling, correspondence, travel arrangements, expense processing, and document preparation.
• Coordinate transportation for internal and external clients, covering taxis, car services, airport transfers, and court-related travel.
• Assist with the planning and execution of office events, receptions, sponsorships, and client functions, including RSVP management and badge preparation.
• Support the coordination and development of office newsletters, announcements, and internal communications.
• Serve as a liaison to building management and vendors, submitting and tracking service requests.
• Provide administrative coverage and support for legal and non-legal documents during employee absences or periods of increased business needs, including preparing, formatting, proofreading, scanning, copying, filing, and distributing.
• Assist with other department activities, such as processing invoices and expenses, and perform additional duties as assigned to support efficient office operations.

Candidate Profile and Essential Skills

• Interpersonal and Communication Skills: Excellent oral and written communication, professional demeanor, and presentation.
• Client Service Orientation: Outstanding client service, consistently meeting high-quality standards and exceeding expectations. Proactive in identifying innovative ways to assist others.
• Organizational Acumen: High attention to detail, outstanding organizational skills, and effective time management, with the ability to manage competing priorities.
• Autonomy: A self-starter capable of working independently with minimal supervision.

Education and Technical Qualifications

• Educational Background: Diploma or College Degree, or equivalent experience; additional certification is beneficial.
• Software Proficiency: Computer proficiency in Windows-based software and Microsoft Office Suite applications, including Word, PowerPoint, Excel, and Outlook.
• Adaptability to Technology: Exceptional computer skills with the ability to learn new software applications quickly.
• AI Awareness: Proactive approach to learning and adapting to emerging AI and related technologies, contributing to a culture of innovation. Basic understanding of artificial intelligence (AI), including core capabilities, limitations, and the importance of data privacy, accuracy, verification, and ethical considerations within a professional services environment.

Work Environment and Schedule

This is an in-office, full-time position based in Riyadh, Saudi Arabia. The standard working hours are Sunday to Thursday, from 9:00 * to 6:00 * The role requires a proactive and client-focused approach to ensure the efficient operation of the law office.