Conference Services & Events Assistant

SK Battery America • Chicago, IL

3d • $55,000 - $60,000 • Onsite

About The Position

We are seeking a Conference Services & Events Assistant to join our Firm. This position will be based in our Chicago office (on-site). Responsible for scheduling, confirming, and the execution of all in-house meetings, visiting offices and events booked in the Firm's conference center. Provides support for off-site and virtual meetings as needed. Greets and directs internal personnel and visitors to the office and answers incoming calls. Communicates with internal and external customers via email, in-person and on the phone. Registers guests, coordinates with security, and welcomes guests to the conference center. Makes event arrangements with Food Services, Facilities Management, other internal departments, property management and outside vendors. Helps build relationships with, and maintain databases for service providers (hotels, event venues, restaurants, florists, etc.). Ensures that all requests for space, food, equipment and other requested services are provided seamlessly, and events run smoothly and efficiently. (e.g., loading dock deliveries, after-hours building/elevator access and HVAC) Assists with conference room setups, moving chairs, tables, podiums, etc. Assists with audio visual setups and troubleshooting, including A/V support for special events occurring after normal operating hours, as needed. Assists with coordinating and monitoring on-site, off-site, and virtual events. Processes vendor invoices. Uses effective interpersonal and written and verbal communication skills to establish and maintain effective working relationships with clients, attorneys, business services professionals, and other internal customers. Manages Firm resources responsibly. Regular and reliable physical presence to work as part of a team, meet with clients, use on-site equipment etc. Complies with and understands Firm operation, policies, and procedures. Performs other related duties as assigned.

Requirements

• Knowledge of conference services and/or hospitality field and procedures for a professional environment
• Knowledge of corporate and fine dining operations, including foods, menus and service, and catering operations
• Knowledge of relevant Firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint, Webex), with the ability to learn new software and operating systems (e.g. EMS, Intrado, Visio)
• Ability to learn and operate and troubleshoot A/V equipment
• Ability to maintain high level of customer service
• Ability to exert low to moderate physical effort
• Ability to work evening functions as necessary
• Ability to occasionally work on weekends and holidays
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Demonstrates close attention to detail
• Ability to handle multiple projects and shifting priorities
• Ability to handle sensitive matters and maintain confidentiality
• Ability to organize and prioritize work
• Ability to work well in a demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs
• High school diploma or equivalent
• Minimum of one year of related experience in a professional office or hospitality environment

Responsibilities

• Responsible for scheduling, confirming, and the execution of all in-house meetings, visiting offices and events booked in the Firm's conference center.
• Provides support for off-site and virtual meetings as needed.
• Greets and directs internal personnel and visitors to the office and answers incoming calls.
• Communicates with internal and external customers via email, in-person and on the phone.
• Registers guests, coordinates with security, and welcomes guests to the conference center.
• Makes event arrangements with Food Services, Facilities Management, other internal departments, property management and outside vendors.
• Helps build relationships with, and maintain databases for service providers (hotels, event venues, restaurants, florists, etc.).
• Ensures that all requests for space, food, equipment and other requested services are provided seamlessly, and events run smoothly and efficiently. (e.g., loading dock deliveries, after-hours building/elevator access and HVAC)
• Assists with conference room setups, moving chairs, tables, podiums, etc.
• Assists with audio visual setups and troubleshooting, including A/V support for special events occurring after normal operating hours, as needed.
• Assists with coordinating and monitoring on-site, off-site, and virtual events.
• Processes vendor invoices.
• Uses effective interpersonal and written and verbal communication skills to establish and maintain effective working relationships with clients, attorneys, business services professionals, and other internal customers.
• Manages Firm resources responsibly.
• Regular and reliable physical presence to work as part of a team, meet with clients, use on-site equipment etc.
• Complies with and understands Firm operation, policies, and procedures.
• Performs other related duties as assigned.

Benefits

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Robust well-being classes and programs.
• Opportunities to give back and make an impact in local communities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED