Job Details
ABOUT JENNER & BLOCK
Jenner & Block LLP is a law firm with global reach, with offices in Century City, Chicago, London, Los Angeles, New York, San Francisco, and Washington, DC. The firm is known for its prominent and successful litigation practice, global investigations practice, regulatory and government controversies work, and experience handling sophisticated and high-profile corporate transactions. Its clients include Fortune 100 companies, technology companies, large privately held corporations, emerging companies, Native American tribes, and venture capital and private equity investors. The American Lawyer has recognized Jenner & Block as the No. 1 pro bono firm in the United States 10 times.
RESPONSIBILITIES
Under general supervision provides general administrative support to the West Coast Director of Administration; overall conference services, to include reception, for the Century City office; and is responsible for office and facilities operations in Century City. Provides highly flexible and premier customer service to attorneys and staff for all office and client needs. Coordinates closely with Information Technology to ensure delivery of the highest level of service possible and maintaining a professional image at all times. Oversees the client arrival experience for meetings, recruiting interviews, and business development opportunities. Delivers best-in-class office experience to guests and personnel. Ensures client service and satisfaction are attained in all areas of position. Participates in various special projects, as assigned.
ESSENTIAL FUNCTONS
- Provide support on a wide range of initiatives relating to Southern California offices.
- Ability to keep confidential any information, observations, or viewpoints regarding client and Firm personnel or matters.
- Act as first point of contact for guests, delivering a high level of professional client service, assisting where appropriate, and coordinating specialized assistance as required.
- Performs all duties associated with reception services including but not limited to answering phones, taking and delivering accurate messages, welcoming guests. Creates a positive, welcoming impression in all interactions.
- Responsible for reserving and setting up guest offices and conference rooms; ensuring they are prepped in advance and cleaned from last use.
- Leads planning and coordination of all services related to office meetings and events in the Century City office. Manages booking of conference areas; seamlessly manages changes, service requests, and appropriate placement of meetings. Ensures that conference rooms are neat and orderly for meetings and that any needed equipment is in place.
- Responsible for set up and cleanup for all meetings, and that all pantries and kitchens are maintained and stocked appropriately, including effective inventory management.
- Serve as on the ground support for hosted events both onsite and at local venues within the Los Angeles area, as needed. Flexibility to work outside of regular schedule to support events.
- Coordinate local and firm wide projects and events as assigned by the Director of Administration.
- Maintains, applies, and demonstrates a thorough knowledge of Firm procedures and practices to ensure questions are anticipated, answered, and resolved and that best-in-class services are delivered to guests and personnel.
- Locates information for clients and personnel using available research tools, including electronic data, firm intranet, and other available resources. Appropriately seeks guidance to resolve more complex questions while retaining responsibility for resolution.
- Establishes and maintains key catering vendor relationships to ensure that the office receives the best possible service and per-person pricing.
- Establishes excellent working relationships with building manager and building staff. Serves as onsite liaison with building staff.
- Responsible for ensuring that periodic equipment checks are coordinated and performed, liaising with vendors when required.
- Reviews and disseminates incoming department and unidentified Firm mail and faxes and ensures that urgent items are noted and forwarded appropriately.
- Works with Director of Administration to identify and recommend areas for office community development and coordinates these initiatives.
- Responsible for coordination of new hire orientation including scheduling, greeting new hire, initial onboarding and conducting portions of orientation, assembling new hire packets, conference room coordination, and follow-up.
- Develop and maintain administrative reports and databases as requested by Director of Administration. Develop reports in response to specific office, management, and client needs.
- Ensure timely preparation and submissions of invoices and processing of expenses and vendor payments, ensuring adherence to Firm policies and procedures.
- Prepare correspondence, reports, memoranda and other documents, as requested. Proofread, photocopy, assemble and distribute prepared materials as required.
- Work with vendors and appropriate personnel to investigate and resolve issues, including billing and invoice discrepancies, vendor relations, and order processing.
- Handle incoming requests for, and equipment related to, mail and copy services.
- Work on various special projects as assigned.
- Under the direction of Director of Administration, communicate and distribute information regarding office policies and procedures.
- Ensure compliance with the Firm's Privacy and Information Security Policies.
- Adhere to the Firm's General Safety Practices and any unique safety practices for department and building.
- Other duties as assigned.
QUALIFICATIONS
Education and Experience
- Bachelor's degree strongly preferred.
- Minimum 2 years previous administrative support or front-line client facing experience required. Experience in the hospitality industry or front office position for a professional services firm a plus.
- Excellent organizational, process, and follow-through skills. Ability to prepare accurate, highly detailed work product.
- Ability to work under pressure and meet critical deadlines. Ability to handle stressors related to the position and high interpersonal interaction.
- Excellent verbal and written communication skills. Ability to communicate effectively and tactfully with individuals at all levels within and outside the Firm and to build effective internal and external relationships. Ensures confidentiality of all information regarding Firm business matters.
- Strong technical skills and ability to apply technology proactively to support client service objectives.
- Consistently promote and model the Firm's values in leadership, teamwork, work product, and personal interaction.
Teamwork and Applied Skills
- Excellent verbal and written communication skills, ability to communicate effectively with all levels within the organization.
- Exceptional customer service skills.
- Strong attention to detail.
- Knowledge of Microsoft Office programs including Word, Excel, and PowerPoint required.
- Knowledge of Microsoft Project helpful but not required.
Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual s race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, or associates