Conference Services Assistant

Proskauer•New York, NY

16h•$50,000 - $60,000•Onsite

About The Position

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

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

Nice To Haves

Bachelor’s Degree preferred

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