Receptionist / Administrative Assistant

Overview

Greenberg Traurig (GT), an international law firm with offices in 15 countries, is seeking a full-time Administrative Assistant for its Riyadh location in Saudi Arabia. This role offers competitive remuneration, comprehensive benefits, and the chance to work in a dynamic, cooperative setting.

Role Summary

The Receptionist / Administrative Assistant functions as the frontline contact for clients, visitors, and callers, ensuring a professional and welcoming lobby environment. Beyond reception duties, this position supports attorneys, Managing Shareholders, and the Business Director with a variety of administrative tasks in legal and non-legal areas, including document preparation, scheduling, correspondence, and office logistics. Additionally, this role may temporarily cover executive and personal assistant responsibilities as required.

Key Duties

• Welcome clients and guests, making a positive first impression and professionally representing the firm.
• Maintain office security by ensuring all visitors check in upon arrival.
• Handle and direct incoming telephone calls courteously and professionally.
• Provide administrative assistance to senior staff, including managing calendars, travel plans, correspondence, and expense reports.
• Arrange transportation for internal and external clients, including taxis, car services, airport transfers, and court-related travel.
• Manage conference room bookings, prepare rooms for scheduled meetings, and monitor room availability.
• Organize catering and support logistics for meetings, client events, and law firm functions.
• Manage procurement and inventory of food, beverages, and office supplies, working with vendors and processing invoices.
• Maintain visitor logs, delivery records, outgoing package logs, and related office documentation.
• Handle office services such as internal mail, courier coordination, faxing, scanning, copying, and large-format printing.
• Coordinate with building management and vendors for service needs and submit related requests.
• Assist in planning and executing office events, including RSVP management and name badge preparation.
• Support production of internal communications such as newsletters and announcements.
• Provide coverage for administrative support during staff absences or peak workloads, including document preparation, formatting, proofreading, scanning, filing, and distribution.
• Assist with invoice and expense processing and perform other assigned administrative duties.

Required Skills and Competencies

• Strong interpersonal and communication skills, both written and oral, with professional demeanor and presentation.
• Exceptional client service orientation, aiming to meet or exceed expectations and proactively seeking improvement opportunities.
• Self-motivated and capable of working independently with minimal supervision.
• High attention to detail, excellent organizational skills, and effective time management abilities.
• Fluent in both Arabic and English languages.
• Computer proficient, particularly with Windows OS and Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
• Quick learner of new software applications with a proactive approach to emerging AI and related technologies, promoting innovation.
• Basic knowledge of artificial intelligence concepts, including understanding its abilities, constraints, and importance of data privacy, accuracy, verification, and ethics in professional settings.

Education and Experience

• Diploma, college degree, or equivalent experience; additional certifications are advantageous.
• At least 3 years of prior experience in a receptionist or administrative assistant role within a professional environment.

Work Schedule

This position requires on-site presence Sunday through Thursday, from 9:00 a.m. to 6:00 p.m.