Conference Services Assistant
About The Position
The world’s leading organizations and global players choose Proskauer to represent them when they need it the most. With 800+ lawyers in key financial centers around the world, we are known for our pragmatic and business-savvy approach. Proskauer is the place to turn when a matter is complex, innovative and game-changing. We work seamlessly across practices, industries and jurisdictions with asset managers, private equity and venture capital firms, Fortune 500 and FTSE companies, major sports leagues, entertainment industry legends and other industry-redefining companies. The Conference Services Assistant ensures all functions of the main reception desk are handled professionally and timely. The Assistant will work as part of a team and interface with all levels of staff. This person will receive and direct callers and visitors, operate the telephone system, relay information to all relevant parties, book conference rooms, coordinate catering needs and provide clerical support to Business Services staff. The hours for this position are 11:00am ET to 7:00pm ET.
Requirements
- Bachelor’s Degree preferred
- Minimum of 1+ year of experience in a high-volume, professional services environment
- Ability to work well in a fast-paced environment
- Outstanding interpersonal skills
- Excellent attendance and punctuality
- Strong written and verbal communication skills, as well as strong organizational skills
- Ability to work well independently and exercise sound judgement
- Proactively identify and diffuse difficult situations
- Strong technical/computer skills
- Flexibility and willingness to work overtime as needed
- This position will require physical presence in Proskauer’s offices on a regular basis (5 days per week).
Responsibilities
- Provide a high level of customer service and answer main switchboard; route direct callers based on nature of the call, to the appropriate person; take messages from callers; answer inquiries and provide information pertaining to office and send relevant information via email or mail
- Greet visitors, determine nature of their business, direct them to the appropriate individual(s); answer all visitor inquiries
- Monitor schedules and observe arrivals and departures of guests
- Assist with clerical duties including printing documents, and mailing projects that include stuffing, addressing, and labeling envelopes
- Maintain conference room bookings through the Firm’s software system
- Assign Wi-Fi passwords to guests and visitors
- Monitor use of visiting offices and ensure Firm visitors have an office, telephone extension, and information booklet.
- Communicate room assignments via Firm intranet and emails to appropriate parties
- Maintain electronic booking system with building to make sure that visitors can access the office upon arrival.
- Distribute and track temporary passes
- Monitor and prepare supplies necessary to maintain administrative functions of the main desk
- Coordinate the delivery of evening dinners and liaise with vendors to ensure timely and accurate delivery of food
- Assist with various aspects of in-house catering and events, including assisting with catering, maintenance, hospitality, and visitors to the office
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Number of Employees
501-1,000 employees
