Temporary Hospitality Assistant

Fenwick & West•Palo Alto, CA

4d•$57,000 - $77,250•Onsite

About The Position

Our Silicon Valley office is seeking a Hospitality Assistant for a temporary engagement estimated at 4–6 months. This highly visible, client-facing role serves as the primary point of contact for attorneys, employees, clients, and guests visiting or calling the Firm's Silicon Valley office. The ideal candidate brings strong client service, professionalism, and excellent organizational skills to a fast-paced legal environment. This is a 100% onsite position requiring 40 hours per week (non-exempt), with flexibility to work overtime, early mornings, evenings, or weekends as operational needs arise. The regular work schedule for this position is Monday–Friday, 9:30 AM – 6:30 PM.

Requirements

1+ year of prior reception, front-of-house, or customer service experience in a professional services, legal, or hospitality environment
Exceptional interpersonal and communication skills — professional, tactful, and composed under pressure
Strong computer proficiency, including MS Office Suite (Word, Excel, Outlook)
Ability to manage competing priorities and shifting demands with a calm, solutions-oriented approach
Demonstrated reliability, discretion, and a strong commitment to client service
Ability to sit and/or stand for extended periods; lift, push, or pull up to 25 lbs
Ability to work a flexible schedule, including overtime, early mornings, evenings, and weekends as needed
This role requires the ability to move throughout the office to support catering, events, and facilities functions.

Nice To Haves

Bachelor's degree or equivalent combination of education and experience
Prior experience in a law firm or professional services environment
Familiarity with Emburse, EMS, or similar facilities/expense management platforms
Working knowledge of AI tools and platforms (e.g., Microsoft Copilot, Claude, or similar) with the ability to apply them to streamline administrative tasks such as drafting communications, summarizing information, and supporting day-to-day workflow efficiency

Responsibilities

Serve as the first point of contact for attorneys, clients, employees, and guests — setting a welcoming, professional tone for the office
Greet and assist visitors, accommodating special needs or requests with courtesy and discretion
Screen and direct incoming calls on the Firm's main line and Facilities Hotline
Maintain a clean, organized, and professional reception desk, lobby, and conference center at all times
Accept and log hand-delivered items and coordinate delivery to recipients
Greet process servers and follow Firm protocols to determine whether subpoenas may be accepted
Respond to Facilities Hotline requests and route to appropriate department personnel
Manage loaner key fob inventory; conduct weekly inventory counts and prepare inventory reports
Submit building maintenance requests to property management
Schedule conference rooms and visiting attorney offices; confirm reservations and send morning re-confirmations daily
Reserve Fenwick bicycles as requested
Accept early morning FedEx deliveries and route to Copy/Mail personnel
Print and deliver nightly Security Report to security and janitorial staff
Email nightly Catering & A/V Report and Visiting Attorney Report to appropriate distribution lists
Actively participate in the Firm's emergency response plan and serve as a first responder for onsite emergencies as needed
Arrange catering services as directed by the Hospitality & Events Supervisor
Assist with meeting setups, breakdowns, kitchen sweeps, and conference room sweeps
Reconcile catering invoices against billing spreadsheets and enter into Emburse for approval
Maintain Uber Eats vouchers for remote meetings
Arrange transportation for guests and employees as requested
Maintain and distribute Uber voucher inventory
Communicate with employees regarding dry cleaning delivery, car detailing services, and EV charging stations
Provide basic A/V support for last-minute requests, including PowerPoint presentations and conference call setup
Draft Office Services announcement emails for review and approval by the Catering & Events Manager
Provide general administrative support to other Facilities team members as needed