Receptionist / Administrative Assistant

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries has an exciting full-time employment opportunity for an Administrative Assistant in our Riyadh, Saudi Arabia office. 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 Receptionist/Administrative Assistant located in our Riyadh, Saudi Arabia office.

We’re looking for a Receptionist/Administrative Assistant who enjoys working in a fast-paced law firm environment. As the first point of contact, you’ll play an important role in creating a professional, welcoming experience for clients, attorneys, and visitors. This role is ideal for someone who is organized, detail-oriented, and comfortable managing competing priorities while keeping the office running smoothly. A proactive, client-focused approach and strong communication skills are key. If you take initiative, stay adaptable, and enjoy supporting a busy legal team, we’d love to hear from you. This role be based in-office, Sunday to Thursday from 9:00 a.m. to 6:00 p.m.

Position Summary:
The Receptionist / Administrative Assistant serves as the first point of contact for clients, visitors, and callers to the law office and is responsible for maintaining a professional, welcoming, and efficient front-desk environment. This position's primary focus is reception and office support, including managing incoming calls, greeting guests, coordinating conference room and meeting logistics, and supporting the daily operations of the office.

In addition to reception responsibilities, this position provides administrative support to attorneys, the Managing Shareholders, and Business Director. The role handles a variety of legal and non-legal administrative matters, including document preparation, scheduling, correspondence, and office operations. The Receptionist / Administrative Assistant may also provide internal administrative coverage for executive and personal assistant responsibilities, as needed, and performs other duties to support the efficient operation of the law office.

Key Responsibilities:

• Creates an exceptional first impression for our clients and visitors and represents the firm in a positive and professional manner. Greets guests and promptly notifies internal parties of their arrival

• Ensures all guests check in at reception immediately upon arrival to maintain office security

• Answers, screens, and directs incoming telephone calls in a courteous and professional manner

• Provides administrative support to Managing Shareholders, Business Director, and attorneys, including scheduling, correspondence, travel arrangements, expense processing, and document preparation

• Assists with administrative support, including travel/hotel needs

• Coordinates transportation needs for internal and external clients, including taxis, car services, airport transportation, court-related travel, and other business-related transportation requests

• Reserves visitor offices, schedules meetings, and coordinates conference room reservations; proactively monitors conference room schedule

• Manages conference room setup and ensures reservation requests are met prior to the scheduled meeting

• Orders catering, assists with setup and coordination of meetings, client events, office functions, and firm-sponsored activities

• Purchases, tracks, and stocks food, beverage and office supplies; works with vendors to support office purchasing needs and submits invoices for payment processing

• Accurately maintains visitor logs, delivery records, outgoing package logs, and other office tracking records

• Performs office services functions, including internal mail delivery, processing incoming and outgoing mail, coordinating messenger services, faxing, scanning, copying, and large-format printing

• Monitors office inventory and orders stationery, furniture, equipment, appliances, and other office supplies as required

• Assists with the planning and execution of office events, receptions, sponsorships, and client functions, including maintaining RSVP lists and preparing name badges

• Supports the coordination and development of office newsletters, announcements, and other internal communications

• Serves as a liaison to building management and vendors, including submitting and tracking service requests 

• Provides administrative coverage and legal and non-legal administrative support, including preparing, formatting, proofreading, scanning, copying, filing, and distributing legal and business documents, during employee absences or periods of increased business needs

• Assists with other department activities as needed, such as processing invoices and expenses, and performs additional duties and responsibilities as assigned

Qualifications:

Skills & Competencies

• Excellent interpersonal and communication skills (oral and written), professional demeanor and presentation

• Provide outstanding client service, meet high quality standards for services and meet or exceed client expectations. Proactive in seeking innovative ways in which to help others

• Candidate must be a self-starter who can work independently with minimal supervision

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

• Fluency in both Arabic and English

Education & Prior Experience:

• Diploma or College Degree or equivalent experience; additional certification is a plus

• Minimum 3 years of experience as a receptionist or administrative assistant position in a professional environment

Technology

• Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook

• Exceptional computer skills with the ability to learn new software applications quickly

• Proactive approach to learning and adapting to emerging AI and related technologies and contributes to a culture of innovation

• Demonstrates a basic understanding of artificial intelligence (AI), including core capabilities, limitations, and importance of data privacy, accuracy, verification, and ethical considerations within a professional services environment