Assistant: Office Services
About The Position
Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.We are a collegial, collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Office Services department in our Los Angeles office, as an Assistant: Office Services. The Assistant: Office Services opens reception, manages reception desk and assists with day-to-day operations of firm, validating guest parking and communicating with building management regarding facilities issues.
Requirements
- High School Diploma or GED
- Proficiency in Microsoft Office products, Outlook, electronic calendars, conferencing software programs, and databases
- Ability to multi-task and work well under pressure
- Ability to operate office equipment (copiers, personal computer, printers, cost accounting system, and multi phone line, etc.)
- Ability to perceive and communicate accurate completion time estimates in projects and regular assigned responsibilities
- Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
- Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
- Ability to work under pressure, meet deadlines with shifting priorities
- Must be a self-starter with a high level of initiative
- Strong customer service skills and able to anticipate needs
- Strong attention to detail, organizational skills and the ability to handle multiple projects
- Maintains confidentiality and exercises discretion
- Exercises solid strategic thinking and problem-solving skills
- May require occasional lifting of up to 20 lbs.
Nice To Haves
- Prefer some college or College Degree.
- Prior experience working in a law firm not a prerequisite
Responsibilities
- Coordinates conference center and visiting attorney offices, including reserving rooms, gathering and relaying information to respective departments and confirming bookings. Prepare visiting attorney offices as needed
- Greets guests, vendors, job applicants and other visitors
- Directs guests to appropriate meeting rooms
- Offers assistance, information, refreshments and updates as needed to make the client’s wait comfortable and pleasant
- Updates all lists and documents maintained on a monthly basis including lobby directory, conference room manual, update monthly printed directory and employee logon lists
- Coordinates interview meetings, new hire and visiting attorney process with Managers as needed
- In order to provide back up to the department, must maintain knowledge of audio-visual equipment including teleconference equipment, video conference equipment and TV/VCR along with knowledge of each conference room equipment ports
- Provides a daily summary of conference center activities for the catering department and review any special needs or setting specifications with catering, office services and IT support.
- Coordinates vendor repairs and maintenance, as needed
- Maintains database for access keycards, coordinate with building security for new and replacement access cards and manage temporary access cards
- Maintains validation inventory and purchase additional validations as needed. Send daily validation tally sheet with client and matter numbers to Chicago for processing
- Answers incoming calls on switchboard and ability to use paging system
- Assists with processing invoices for the department through Chrome River
- Orders flower arrangements for reception desk and milestone anniversaries and coordinate delivery
- Performs other duties as assigned or required to meet Firm goals and objectives
Benefits
- We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401(k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
