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Legal Staff Other in Boston, MA

Kirkland & Ellis LLP. Aug 01,2017 Jul 26,2017 Location USA Boston MA
This job is expired...

Law Firm

Legal Staff

Min 2 yrs required

Profile

Receptionist/Operations Assistant Duties: Support the delivery of superior customer service to all clients and personnel in the office. Will have a dual role, providing both receptionist and office operations support. Will provide general office support by performing a variety of administrative duties and tasks as well as assisting with special projects, as needed. Will be the primary point of contact with visitors and guests. Answer incoming calls and transfer within the Firm and to outside numbers using the SDC system. Assign offices to visiting attorneys and clients paying attention and noting all details including technology, secretarial assistance, and supply needs, as well as any and all other important information. Greet guests and walk them to the appropriate conference room, attorney’s office, or visitor office. Reserve meeting space by using EMS conference booking software, noting all details including technology, A/V, catering, supplies and other support needs. Arrange for all catering needs by acting as a liaison between foodservice and the person making the reservation to ensure proper food order, delivery time, and charges. Educate requesters on meal, snack, and beverage service types, as well as special event types and pricing for each. Monitor meeting start times to ensure rooms are vacated on schedule. Check visitor offices prior to guest’s arrival and after departure, to ensure correct set up. Order cars for attorneys and clients, as needed. Add guest names to building security website to allow entry to the building to outside guests. Arrange for temporary internal IDs for visiting attorneys. Be the single point of contact for all calls - act as the information ’hub’ of the office, knowing where to transfer people and what departments can help service each request. Know what is going on in each conference room at all times and help direct callers and visitors to each. Provide back-up administrative support to Practice Assistants and other administrative personnel. Operations Responsibilities Assist in the facilitation of office moves. Prepare office space for new arrivals. Work in collaboration with Office Operations Supervisor and General Services Assistant in a combined effort to schedule, assist, report and follow up on building related maintenance requests. Collaborate with IT and Catering in coordinating internal and external events, including coordination of supplies, signage, room set-up and any other requests. Maintain department supplies and storage rooms including keeping an inventory, and ordering supplies. Provide office space reports and office supply inventory reports to the Operations Supervisor.

Qualification and Experience

Requirements: A Bachelor’s degree is preferred or the equivalent combination of education and work experience is required. 2+ years of experience in a customer service related role preferably in a law firm or professional services environment. Excellent written and verbal communication skills; a customer service orientation; a proactive work ethic; attention to detail and the ability to work well under pressure in a constantly changing environment are required. The qualified candidate must have regular and predictable attendance and the ability to work overtime before and at the end of the work day. Strong organizational skills are essential, including the ability to analyze, assess and prioritize work assignments with minimal supervision. Ability to type 40+ wpm and to handle multiple incoming telephone lines is required. Strong working knowledge of the internet, document management systems, and the MS Office Suite.

Additional info

Job ID: 4229

Company info