Job description

The Conference Services Assistant provides professional hospitality support to the Washington, DC office. This position is responsible for hospitality and conference services in coordination with other Troutman Pepper offices. The Conference Services Assistant is responsible for planning, directing, and coordinating the operations of the Washington, DC Office’s Conference Services functions and establishing and coordinating its procedures, best practices, and standards of service

Essential Duties and Responsibilities:

• Provide conference services support and cross train in all conference services areas, including meeting set-up and coordination of services with AV and Facilities.
• Coordinate with Reception, Office Services, and IT staff to provide quality, timely conference room set-up and post-conference room clean up and support to meet function specifications.
• Manage and place food and beverage orders with catering vendors.
• Regularly use computer software application programs to retrieve information, send and receive e-mails, reserve conference rooms, and communicate confirmations and cancelations in a timely manner.
• Handle meeting logistics to include recommendations, ordering and tracking catering orders for on-time delivery and bill to appropriate cost center.
• Maintain kitchen pantries, including coffee machines and ordering supplies in break areas.
• Stocks, maintains, and organizes supplies in conference rooms, visitor offices and break areas daily.
• Routinely uses cleaning products and performs general cleaning tasks.
• Perform routine administrative tasks including processing catering invoices and check requests as needed.
• Develop skills, knowledge, and ability to improve processes and procedures, and stay updated on trends and developments in the industry.
• Review/prepare daily, weekly, or monthly reports as requested or required.
• Respond to inquiries from clients, staff, and attorneys.
• Analyze level of vendor support to ensure office goals are met.
• Must be flexible and solution oriented to work alternate shifts and work overtime for events and client meetings when needed.

Knowledge, Skills and Abilities:

• Must be detailed oriented and have excellent organizational skills with ability to prioritize.
• Ability to adapt within a dynamic scheduling, fast paced, constantly changing and deadline driven environment.
• Ability to interpret a variety of written and verbal instructions and respond using discretion and good judgment.
• Excellent interpersonal skills and the ability to work and communicate effectively with all levels of law firm personnel, including partners administrative managers, external clients and vendors.
• Superior customer service skills and ability to solve problems through collaboration.
• Ability to multi-task, meet deadlines and shift priorities quickly.
• Ability to establish and maintain effective working relationships.
• Ability to work independently and in a team setting.
• Must be able to regularly lift and/or move up to 10 lbs., frequently lift and/or move up to 25 lbs., occasionally lift and/or move up to 50 lbs. and be able to reach and replace objects from shelves of up to 8 feet high, including moving and arranging furniture for Multipurpose Room. Employee must be able to climb or balance; stoop, kneel, crouch, or crawl.

Education and/or Experience:

• Must have a high school diploma or GED.
• Strong working knowledge of Microsoft Office Suite; Experience with conference room booking software, EMS, and/or Chrome River a plus.
• Two (2) to five (5) years of work experience working in a law firm or professional service organization in a conference services/hospitality environment preferred or any equivalent combination of training and experience that demonstrates the ability to perform the duties of the position.

Job Type: Full-time

Pay: $60,000.00 per year

Schedule:

• 8 hour shift

Work Location: One location

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