Conference Services Assistant

4 weeks ago

Washington, United States Consilio Full time

Seeking candidate for a unique hybrid role. Candidate will do a mix of reception, conference services and back up legal admin work.

  • 100% on-site - Washington D.C.

Primary Duties - Reception

  • Greet and welcome clients and visitors in person and over the phone and deliver exceptional customer service assistance.
  • Respond to and direct general office telephone calls and forward messages to appropriate attorneys and staff.
  • Ensure building-specific access processes and policies are enforced.
  • Maintain and update firm phone list/roster.
  • Coordinate visitor keycard access for the office with Office Services team.
  • Maintain office floor plans and other site-specific databases.
  • Coordinate meetings, appointments, and conferences and work with the Office Services team to organize meal and beverage services for meetings.
  • Maintain a neat and clean lobby and reception area.
  • Work with Office Services and building management to address general facilities related issues.
  • Consistently demonstrate a professional demeanor by projecting an attitude of congeniality towards attorneys, professional staff, vendors, and other visitors.

Conference Services and Other Duties

  • Coordinate Conference Room scheduling and office reservations as needed utilizing the Firms space management software.
  • Place catering orders for Firm gatherings, luncheons, and other events.
  • Manage, reconcile, and process catering invoices for Marketing, HR, other departments, and the Administrative & Business Services Director (ABSD), including visa statement transactions.
  • Assist ABSD and others in planning, coordinating, and facilitating Firm meetings and social events.

Familiarity with the following duties in order to provide backup to the Legal Administrative team and proactively support fellow team members and their attorneys:

  • Document Conversion and Formatting
  • Document Management
  • Proofreading
  • Time Entry
  • Expense Reconciliation
  • Travel Coordination
  • Calendar Management

Skills and Abilities

  • 3-5 years of prior experience in a similar role in a law firm or other professional environment preferred.
  • Bachelors degree preferred.
  • Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Chrome, Adobe Acrobat

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