Client Services Assistant

Pillsbury Winthrop Shaw Pittman LLP•New York, NY

2d•$60,000 - $65,000•Onsite

About The Position

The Client Services Assistant (CSA) is expected to be well versed in and perform all the functions of the CSA team. This role ensures the smooth daily operations of the CSA main reception desk. The CSA will contribute to creating an exceptional service standard for the CSA desk operations and participate in all firm-offered training. They will work closely with the Conference Services Manager to plan and coordinate on-site meetings, including support such as menus, setup, staffing, and IT needs, coordinating conferencing and audio-visual technologies with the IT team. The role also involves participating in catering, ordering food/beverage, and following through on all aspects of meetings to completion. Additionally, the CSA will organize firm and office functions, including seasonal events. The position may involve coordinating, reconciling, and processing payment of invoices for vendors. The CSA will continually evaluate desk operations, make suggestions for improvements, and work with peers, internal, and external clients to solve business challenges. Facilitating communications related to events and ensuring information is shared with staff, attorneys, contract employees, and vendors is crucial. The candidate must be proactive, able to anticipate problems, implement solutions, and handle ambiguity to ensure responsibilities are executed at a high level.

Requirements

At least 2 years of experience in a client-facing role in a large professional services environment and/or bachelor's degree.
Ability to work well with all levels of staff, attorneys and departments.
Possess a “can-do”/ positive attitude.
Be a self-starter, extremely organized and detailed-oriented with a strong commitment to accuracy.
Strong multi-tasking skills.
Ability to manage priorities effectively.
Ability to adapt well to a continually changing environment.
Excellent follow-up skills.
Attention to detail.
Strong judgment and problem-solving skills.
Excellent communication/interpersonal skills (both written and oral).
Professional client services skills, demeanor and attire/appearance.
Adeptness to handle difficult clients tactfully.
Exceptional knowledge of computers and relevant software applications.
Proven record of performing clerical duties such as scanning, photocopying and collating.
Proficient with MS Office Suite.
Display a cheery, pleasant, welcoming and calm demeanor.
Ability to work overtime and weekend when required and necessary.

Nice To Haves

Experience with EMS is a plus.

Responsibilities

Coordinate daily reception/CSA desk coverage for day and evening needs/vacations/holidays, demonstrating flexibility and a strong team work ethic.
Contribute to creating an exceptional service standard for CSA desk operations.
Participate in all firm-offered training to the CSA team.
Work closely with the Conference Services Manager to plan and coordinate on-site meetings, including support such as menus, setup, staffing, and IT needs.
Coordinate conferencing and audio-visual technologies, working closely with the firm's IT team.
Participate in catering of meetings; place food/beverage orders; follow through on all aspects of every meeting to completion.
Organize firm and office functions including seasonal events.
Coordinate, reconcile, and process payment of invoices for caterers, miscellaneous food service, and other outside vendors.
Continually evaluate desk operations and make suggestions to streamline or offer new ideas.
Work directly with peers, internal and external clients to solve business challenges.
Facilitate communications related to all aspects of events, ensuring the information is communicated with staff, attorneys, contract employees, vendors, etc.
Be proactive, have the ability to anticipate problems, implement work-around solutions and deal with ambiguity to ensure all responsibilities are executed at a consistently high level.