Responsibilities Include

• Welcoming clients, visitors, Gibson Dunn attorneys and staff, ensuring a seamless arrival experience by delivering exceptional customer service and providing information and guidance on office services, amenities, workplace resources, and available support.
• Answering and directing incoming calls, emails, and reception inquiries.
• Maintaining a professional, courteous demeanor and upholding the firm’s standards for appearance and conduct when interacting with internal and external clients.
• Pre-registering guests with building security, anticipating arrivals, and ensuring an efficient check-in process.
• Maintaining workplace security by monitoring visitor access, authorizing unregistered guests as appropriate, and reporting unauthorized visitors to building security or management.
• Booking and managing conference room reservations using the firm’s reservation system, adjusting and prioritizing reservations to accommodate business and seating needs, and resolving scheduling conflicts.
• Preparing meeting rooms between reservations, ensuring they are clean and organized, stocked with supplies and refreshments, and equipped with the appropriate audio-visual and video-conference facilities.
• Arranging catering for internal and client meetings, and car service for clients and attorneys upon request.
• Handling incoming and outgoing post, couriers and deliveries, including tracking of time-sensitive and confidential items.
• Ordering and maintaining office stock, kitchen and stationery supply within agreed budgets and managing supplier relationships for routine services.
• Acting as first line of contact for facilities matters, including cleaning, maintenance and building management, and liaising with IT and external service providers on routine matters.
• Providing diary support, arranging internal and external meetings, and coordinating travel and accommodation bookings for lawyers.
• Preparing and submitting expense claims and assisting with the processing of supplier invoices in the firm’s systems.
• Assisting with document formatting, printing, scanning and binding, and filing documents and correspondence in the firm’s document management system in accordance with firm procedures.
• Providing practical support for office events, seminars and visits from colleagues in other Gibson Dunn offices.
• Developing strong working relationships with attorneys and staff to anticipate workspace and service needs.
• Performing other administrative and operational duties as assigned
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Qualifications

• Exceptional interpersonal, communication, and customer service skills.
• Comfortable meeting and engaging with new people and exhibiting a warm and welcoming demeanor.
• Strong organizational, prioritization, and time management skills, with exceptional attention to detail and the ability to manage multiple responsibilities in a fast-paced environment.
• Ability to work independently and collaboratively, follow instructions, exercise discretion, and recognize when to escalate issues or seek guidance from management.
• Absolute discretion and respect for client confidentiality.
• Ability to quickly learn and effectively use workplace technology and business applications.
• Able to perform the physical requirements of a front-of-house role, including extended periods at the reception desk and occasional light lifting.