Conference Services Assistant

Requirements

• Meet and greet visitors and notify proper personnel of arrival.
• Receive incoming calls and accurately facilitate calls.
• Provide superb customer service to internal and external clients/visitors.
• Maintain exemplary appearance of conference rooms.
• Schedule heavy volume of meeting room and hotel office requests.
• Provide food menu options and provide suggestions to those requiring food during meetings.
• Prepare detailed reports of existing and upcoming meetings and confirmation schedules.
• Coordinate with the IT department when audio visual equipment is requested for a meeting or when visitors need computer /docking stations and/or wireless access codes.
• Place catering orders with vendors, verify orders 24 hours prior to scheduled arrival and confirm accuracy of order upon arrival.
• Use sound judgment to prioritize space and logistics to accommodate demands for conference rooms.
• Monitor and perform parking validation.
• Issue visitor badges responsibly and maintain visitor badge log.
• Perform routine filing and record keeping maintenance.
• Provide customer support for Business Center, i.e. printing, copying, wireless access.
• Update floor maps, phone directories and other internal lists.
• Create name tags for meetings.
• Prepare weekly visitor log and email to lawyers/staff.
• Assist in monitoring, reconciling and tracking catering expenses and submitting electronically for payment including department card.
• Assist with local office events.
• Assist with other tasks and duties as assigned by Office Services Manager and Office Administrator.

Benefits

• Generous Paid Time Off
• 401k Matching
• Retirement Plan