Company Name:
Morrison & Foerster LLP
Approximate Salary:

Location:
Palo Alto, California
Country:
United States
Industry:
Clerical/Administrative
Position type:
Full Time
Experience level:
Education level:

Conference Center Assistant

Morrison & Foerster LLP, an Am Law 50 law firm with 16 offices worldwide, has an opening for a Conference Center Assistant within our Office Operations Department in our Palo Alto office.

The Opportunity

Guided by department objectives and priorities, provides front line client and visitor services including personal greeting and telephone communications. Acts as a resource for client and personnel needs related to the Conference Center and visitor services. Coordinates closely with the Facilities Supervisor and the Receptionist to ensure that the Conference Center is proactively providing the best service possible and is maintained with a professional image. Provides first level support on Conference Center technology. Ensures client service and satisfaction are attained in all areas of position.

ESSENTIAL FUNCTIONS

Conference Center Greeting

  1. Ensures all visitors and personnel receive a welcoming, professional greeting in the Conference Center. Maintain highest standards of grooming, professionalism, and communication.
  2. Resourcefully connect visitors with contact personnel; locate data and information as needed and recommend appropriate solutions to connect visitor with host to ensure minimum wait time.
  3. Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  4. Apply thorough knowledge of Firm business and personnel, including ability to recognize and greet by name Palo Alto Office partners, management, and partners in management firmwide. Apply broad knowledge of Palo Alto Office personnel and partners firmwide.
  5. Act as primary point of contact for office guests and visiting personnel.
  6. Act as liaison and primary point of contact for office events and meetings, working closely with outside caterers and planners, firm Events team, Marketing, Facilities, Hospitality, and Director of Administration. Ensure that information is disseminated to appropriate personnel and departments; proactively seek out and gather information and maintain event tracking forms.

Telephone and Email Communications

  1. Ensure telephones are answered promptly, professionally, knowledgeably, and with a welcoming tone.
  2. Knowledgeably transfer calls and ensure callers receive superior service through connection or other appropriate resolution.
  3. Draft and send routine communications such as emails, memos, and notices.
  4. Disseminate documents, such as presentations, course handouts, conference and seminar materials, complex reports, brochures, and displays. Liaise with copy center, as appropriate.
  5. Accept documents and other materials from attorneys, guests, and clients for processing. Coordinate with WL, practice support managers, Facilities Supervisor or Director of Administration to ensure time delivery of accurate work product.
  6. Professionally manage multiple telephone calls under sometimes busy conditions.
  7. Reserve conference rooms and guest offices, providing timely and accurate confirmations. Resolve calendaring conflicts. Coordinate with other firm offices, as necessary.
  8. Arrange and reserve videoconferences, interfacing with other firm offices, secretarial services, IT and other departments as needed.

Conference Center Knowledge

  1. Maintain and apply a thorough knowledge of Firm procedures and practices to ensure questions are anticipated, answered, and resolved; to regularly heighten client service standards; and to ensure that the Conference Center provides premier service to visitors and personnel.
  2. Build client trust; accountably and resourcefully resolve routine and non-routine questions for visitors and personnel related to Conference Center, visitor needs, Firm procedures, etc. Proactively solve questions and requests, seeking additional resources as needed to ensure visitors and personnel receive responsive solutions.
  3. Resolve multiple questions simultaneously as needed.
  4. Locate information for clients and personnel using available research tools, including electronic data, Portal, Internet, etc. Seek guidance to resolve more complex questions while retaining responsibility for resolution.

Who We Are

about who we are, and what we do .

Ideal Candidate

Education and Experience

Teamwork and Applied Skill

  1. Highly professional appearance and interpersonal style; ability to communicate positively and effectively with all levels in a diverse, client-first environment.
  2. Superior client service focus and the ability to inspire and achieve client service in a teamwork setting.
  3. Proficiency in Microsoft Word, Excel and PowerPoint.
  4. Strong problem solving capabilities, and the ability to provide responsive solutions where precedents may not exist.
  5. Excellent attention to detail and follow-through capabilities.
  6. Ability to work under pressure to provide responsive client service, and to multi task under sometimes stressful conditions
  7. Strong technical skills and ability to apply technology proactively to support client service objectives.
  8. Ability to retain and recall detailed information.
  9. Excellent facilitation skills and ability to seamlessly coordinate detailed processes and information.
  10. Ability to keep confidential any information, observations, or viewpoints regarding Firm personnel or matters.
  11. Flexibility with shift changes, as needed.

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