Job description

A&O Shearman is a new global industry-leading law firm, with nearly 50 offices in 29 countries worldwide.

Our fluency in English law, US law, and the laws of the world’s most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.

We offer exceptional opportunities for our people; opportunities to work for the world’s leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.

Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to an inclusive environment, and we provide support and ways of working that help you optimise your wellbeing.

What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.

Department purpose and structure

A&O Shearman is a leading global law firm operating in 29 countries. Our business services and office operations
department is a multidisciplinary department that is integral to the seamless operation of our firm. Our dedicated teams work together to ensure that the firm operates at peak efficiency, providing the necessary foundation for our legal and business teams to excel. Our hospitality and facilities teams are dedicated to providing exceptional office experience. We strive to ensure that every interaction within our firm is seamless, professional, and welcoming. Whether you're a client or a colleague, our teams work hard to create an atmosphere that not only meets but exceeds your expectations. Our hospitality and facilities teams are more than just service providers - we are your partners in creating a productive, comfortable, and efficient workplace. We take great pride in contributing to the firm's success and upholding the standards that make A&O Shearman a leader in the industry.

Role purpose

The Front of House Client Services Assistant will execute all activities in Reception and Conference Services for the DC office. They will act as an on-site concierge to the DC office, providing high level customized service to meet the distinct needs of both internal and external clients. They are a firm ambassador representing the A&O Shearman brand, it’s culture and values. The Client Services Assistant is first point of contact for visitors and employees upon entering our suite. Responsibilities include greeting clients, management of incoming calls and oversight of the conference space. This requires collaborating with A/V Support and business teams/staff (Catering, Facilities, Office Services and IT) as meetings and events are scheduled. FOH fulfils visitor office requests, processes vendor invoices, composes office-wide announcements related to local happenings, coordinates logistics for office events or projects and provides after hours support for social functions and receptions. This role will provide on-site front desk coverage from Monday through Friday, from 8:30am – 5:00pm.

Job Description

Role and responsibilities

Front of House Functions

Greet and assist onsite guests with a positive, helpful attitude, providing them with a professional welcome, going above and beyond on their service approach
Monitors the Front of House mailbox and responds promptly to emails; works directly with the Office Administrator to ensure needs are anticipated, communicated and handled promptly and efficiently
Manages conference room bookings using Condeco, the conference room reservation software, and ensures that all aspects of conference room reservations are completed, (and adjusted as needed), with relevant and accurate information to facilitate successful meetings
Coordinates planning of all conference room services related to office meetings and events, including coordination with Catering, IT and other departments
Monitors conference rooms to ensure cleanliness, preparedness, and timeliness of room set ups, food services and audio/visual services, ensuring supplies are restocked and replenished
Adds guest names to building security to allow entry, updates visitor keycard information in security software
Handles 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 up
Works collaboratively with Building Management to schedule office repairs, temperature adjustments, place vendors on the visitor list
Set up visitor offices, change office nameplates, and assist with visitor requests such as booking restaurants, cars, etc.
Ensures all departmental forms and logs are completed accurately and thoroughly
Assists with challenges when they arise and, when necessary, escalates to Office Administrator
Assists Office Administrator with miscellaneous and last-minute projects

Office Administration Functions

Handles restroom amenity supply procedures and ensures firm purchasing standards are followed, including sufficient inventory control and cost-effective purchases
Coordinates Inclusion office activities and events in compliance with firm policies and in such a way as to promote a positive work environment
Coordinates with office-related vendors
Processes invoices for car services, etc.

Audio Visual Support

Assists in booking virtual or in office Teams, Webex, and Zoom meetings for internal and external clients
Performs tests in advance of scheduled meetings
Provides technical support for teleconferences and webinars
All Client assistants are trained in basic AV support

Back of House Functions

Client meetings assistance such as copying/scanning/faxing, client interaction and team support
Assist with set up and breakdown of food and beverages in conference rooms as needed
Cleaning and disinfection of conference rooms after meetings have concluded
Sends, receives, and processes faxes by scanning them; makes sure they are delivered to recipients in timely fashion. Double-checks to whom faxes are to be sent -- for example, for some recipients, their faxes should always also be sent to their secretary and/or paralegal
Handles attorney and professional staff inquiries and requests requiring the assistance and services of the Office Services Department

Key requirements

Minimum of 2 years of law firm or hospitality experience
This position is scheduled for five days per week on-site in our DC office.
Bachelor's degree preferred
Strong working knowledge of MS Office 365 including Word, Excel, PowerPoint and Outlook with the ability to learn new software and operating systems
Flexibility to adjust hours and work the hours necessary to meet operating and business needs including the ability to work overtime
Display strong organization skills and flexibility to juggle multiple demands
Demonstrate strong attention to detail and produce high quality / accurate work
Demonstrates exceptional customer service skills
Demonstrates effective interpersonal and communication skills, both verbally and in writing
Ability to handle multiple projects and shifting priorities, and prioritize work, working with a sense of urgency
Ability to handle sensitive matters and maintain confidentiality
Ability to proactively resolve issues and demonstrate a high level of client service
Ability to work well under pressure, and maintain composure, meeting deadlines and adapting to change
Ability to work well independently as well as effectively within a team
Show a proactive approach to tasks and situations
Build successful relationships with fee earners and business professionals.

Equal Employment Opportunity, including Veterans and Disability

A&O Shearman is an equal opportunity employer, including Veterans and Disability. Every individual has the right to work in a professional environment that promotes equal opportunity and prohibits discrimination and harassment. This policy applies to all aspects of an individual’s relationship with A&O Shearman, including, without limitation, recruitment, hiring, training and development, promotion, compensation, discipline, termination, and all other terms and conditions of employment.

If you are vision-impaired or have another disability under the Americans with Disabilities Act or similar law and wish to discuss accommodations related to applying for employment at A&O Shearman, please contact US HR Transactions at US-HRTransactions@aoshearman.com or call +1 212 610 6300 and ask for HR Transactions.

Compensation Information:

This role is open to our Washington, D.C. office. For individuals assigned to or hired for this opportunity in Washington, D.C., the estimated annualized base salary range for this position is $58,000-$73,000. The actual base salary offered will depend on the overall qualifications of the individual applicant for the position and other job-related factors permitted by law. We offer a competitive compensation and benefits package which includes a discretionary bonus, paid leave, life, health, accident, and disability insurance; and a 401(k) plan.

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