Role purposeThe Front of House Client Services Assistant is an exciting, challenging and rewarding role. The Front of House client assistant works as part of an integrated care team to provide high quality administrative support and service to external and internal customers. Our Client Services assistants are the Firm ambassadors, the voice and image of our firm, the first person that visitors and employees see when they enter our office.
Key relationships
Partners/Counsel/AssociatesShared Service teamsColleagues in other offices in the firm's networkExternal clientsResponsibilitiesGeneral Client Assistant duties – management of calls, emails and bookings etc.
Schedule appointments and events including car servicesGreet and assist onsite guests with a positive, helpful attitude, providing them with a professional welcome, going above and beyond on their service approach.Handling calls, screening and directing calls to the appropriate persons.Proactive management of emails, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed upOrganize and maintain emails and documentsSchedule meeting rooms, ensuring that each conference room has the necessary supplies, beverages, video conferencing, etc. prior to the clients meetingClient meetings assistance such as copying/scanning/faxing, client interaction and team supportSet up visitor offices as well as assist with their requests such as booking restaurants, cars, etc.Audio Video Support –
Assist in booking virtual or in office Webex, MS Teams and Zoom meetings for internal and external clientsPerform tests in advance of scheduled meetingsSupport meetings and presentations with video cameras, adjust amplifiers, coordinate graphics used in displays, etc.Provide technical support for teleconferences, webinars as well as edit, copy and store videotapes for CLE, etc.All Client assistants are trained in basic AV supportFinance – preparation of car service invoices
Review and update East Coast, Sunnys and Uber rides, making sure all charges are billed with correct GL or Client MatterReview and update high volume of calls in Arkadin making sure all charges are billed to the correct matterKey requirements
15+ years of experience in a similar office support roleGood working knowledge of Office 365 including MS Word, Excel, PowerPoint and OutlookTech savvinessExperience with iManage a plusExperience using a conference room booking system preferred (especially Condeco)Ability to work OvertimeDisplay strong organization skills and flexibility to juggle multiple demandsDemonstrate strong attention to detail and produce high quality / accurate workShow a proactive approach to tasks and situationsWork effectively as part of a team and support colleaguesBuild successful relationships with fee earners to add value to the deal teamAbility to work on-site 5 days per weekWho we are looking for
Maintain tact and diplomacy, trust and confidentialityExhibit strong professional communication skills, both oral and writtenDemonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownershipHave a positive approach to change and adapt to changing requirementsTake responsibility for own development to improve performanceTake responsibility for ensuring personal development and IT skills are maintained and improvedSalary 50-75k DOE
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