SUMMARY:

The Reception and Conference Service Assistant's primary responsibility is the provision of receptionist services to the firm. This includes but is not limited to managing a multi-line phone system, greeting guests and visitors, and covering the reception area. In addition, this position provides clerical and administrative support to other members of the General Services Department.

ESSENTIAL FUNCTIONS:

Reception Responsibilities:

• Professionally answers a multi-line phone system, and properly routes calls.
• Greets clients and guests, answers general questions to external and internal clients.
• Responds to inquiries and requests sent to the reception group email.
• Maintains Reception area for tidiness, lighting, current reading materials, and beverages.
• Administers guest parking program and documents details for future requests.
• Locates attorneys, their assistants, and other staff.
• Reviews and routes daily voicemail messages left on general mailbox.
• Maintains cleanliness and organization of conference rooms on the 23rd floor, between scheduled meetings.
• Maintains taxi vouchers as requested with proper documentation and supply including monthly invoice reconciliation.
• Assists with charitable events to include administering raffle tickets, explaining process, and collecting and tallying monies.
• Tracks the vending machine refunds, provides reimbursements as appropriate.
• Provides and coordinates visitor requests in New York and DC office.
• Creates dietary food labels for firm wide meetings.
• Maintains reception documents including but not limited to the reception handbook and dietary restrictions document.

Facilities Responsibilities:

• Reserves conference rooms as needed.
• Confirms meetings, orders, and tracks all catering orders. Tracks down any late orders or missing items.
• Assists Facility Manager with large event planning and coordination.
• Reconciles monthly corporate credit card invoice to include tracking catering expenses and researching billing codes. Reconciles FedEx and GrubHub invoices, tracking down missing billing codes.
• Manages the GrubHub and Concur portal adding and removing employes as needed.
• Places fruit and snack orders for the New York and DC office.
• Assists with various ad-hoc administrative projects as requested within General Services department.
• Aids other departments as requested.

QUALIFICATIONS:

• Minimum of three years of office experience in an administrative capacity. Previous experience at a professional services organization preferred.
• Highly proficient in MS Outlook, Word, and Excel as well as basic computer and database management skills.
• Exceptional oral and written communication skills and the ability to effectively communicate workflow and project updates.
• Strong time management, prioritization, problem-solving, and organizational skills and the ability to work effectively in a high-pressure environment.
• Strong interpersonal skills and ability to work effectively with difference levels of constituencies.
• Flexibility and capacity to respond calmly, efficiently, and effectively in stressful situations.
• Punctual and reliable and able to meet set deadlines and work effectively under pressure.
• Ability to maintain confidentiality of matters and other firm business information.

The expected salary range for this position is $48,550 - $63,050 annually. Actual pay will be determined based on experience and other job-related factors permitted by law. Wolf Greenfield offers a comprehensive benefits package.

Job Type: Full-time

Pay: $48,550.00 - $66,100.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Boston, MA 02210: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Please reply "yes" below to confirm that you are willing to commute into the office Monday through Friday each week.

Experience:

• Administrative Support: 2 years (Required)

Work Location: In person

Please Note :
blog.nvalabs.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, blog.nvalabs.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.