Receptionist / Administrative Assistant

About the Role

Greenberg Traurig (GT) is a global law firm with offices in 15 countries, now offering a full-time Receptionist/Administrative Assistant role in Riyadh, Saudi Arabia. This position offers a competitive salary and benefits within a dynamic and collaborative workspace.

Job Summary

The Receptionist/Administrative Assistant acts as the initial contact point for clients, visitors, and telephone callers, establishing a professional and hospitable office environment. Responsibilities include managing incoming communications, guest greetings, meeting and conference room coordination, and supporting daily office operations.

This role also provides extensive administrative assistance to attorneys, Managing Shareholders, and the Business Director, including document handling, scheduling, correspondence, and handling travel and expense needs. Additional duties may include supporting the office during employee absences and facilitating smooth law office operations.

Key Responsibilities

• Making an excellent first impression by welcoming clients and visitors and promptly informing relevant personnel.
• Ensuring all visitors properly check in for security purposes.
• Answering and directing calls courteously and professionally.
• Providing administrative assistance to senior staff, including scheduling, correspondence, travel, and expense management.
• Coordinating travel arrangements and local transportation services for internal and external clients.
• Scheduling and managing conference rooms and visitor office reservations.
• Overseeing conference room setup and ensuring all meeting arrangements are fulfilled.
• Organizing catering and logistics for meetings, events, and office functions.
• Managing procurement and inventory of food, beverages, and office supplies, liaising with vendors and processing invoices.
• Maintaining accurate visitor logs, delivery records, and outgoing package tracking.
• Handling mail services including distribution, messenger coordination, faxing, scanning, copying, and large print jobs.
• Monitoring office inventory and ordering necessary supplies and equipment.
• Assisting with organizing office events and client functions, including managing RSVPs and preparing badges.
• Supporting office communications such as newsletters and announcements.
• Serving as liaison with building management and vendors, managing service requests.
• Providing administrative support during staff absences and peak periods including document preparation and filing.
• Executing additional administrative and financial tasks including invoice and expense processing as needed.

Qualifications and Skills

• Exceptional interpersonal and communication ability in both oral and written form, with a professional demeanor.
• Strong client service orientation with a drive to exceed expectations and seek innovative solutions.
• Self-motivated and capable of working independently with minimal supervision.
• High attention to detail paired with excellent organizational and time management skills.
• Fluency in Arabic and English languages is required.
• Diploma or college degree or equivalent; additional certifications are advantageous.
• A minimum of 3 years’ experience in receptionist or administrative roles within professional environments.
• Proficient with Windows operating system and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to quickly learn new software and adapt to emerging technologies.
• Proactive interest and understanding of artificial intelligence (AI) concepts including ethics, data privacy, and accuracy relevant to professional services.

Working Hours and Location

This position is office-based in Riyadh, operating Sunday through Thursday from 9:00 a.m. to 6:00 p.m.