Receptionist

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative, and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Conference Services department in our Chicago office as a Receptionist.

Focusing on providing a high level of customer service, the Receptionist greets firm personnel, clients and other outside guests providing positive first impressions and a welcoming disposition. This position also handles and works to resolve inquires, complaints and other issues. The Receptionist manages the front desk and performs tasks supporting Conference Services leadership as well as Food Services and IT.

• Assists with booking conference center floor meeting rooms and event spaces, including reserving rooms, gathering information via email, phone and firm designated application(s) while relaying information as appropriate to internal hosts and respective departments and confirms bookings
• Opens reception and manages reception desk
• Directs guests to appropriate meeting rooms and ensures proper amenities are provided in advance of meetings
• Performs quality control inspections of the conference services floor to ensure neatness in all rooms and corridors
• Offers assistance, information, refreshments and updates as needed to make the client’s wait comfortable and pleasant
• Maintains appropriate knowledge of audio-visual equipment and IT capabilities offered in various locations on the Conference Room floor
• Updates NFS Rendezvous database in order to provide summaries of conference center related needs as it relates to food services, IT, Operations and other departments in order to ensure accurate and complete reservations
• Works with department leadership and Operations in regards to vendor repairs and maintenance, as needed
• Maintains loaner keycards for guests, coordinating with Office Operations to ensure cards assigned are logged and active
• Registers all guests in iVisitor with clear arrival instructions.
• Answers incoming calls on Reception telephone and Conference Services email accounts providing excellent customer service, feedback and follow-up
• Assists as needed with processing invoices or obtaining needed billing information
• Maintain the reception area in a clean and orderly fashion
• Performs other duties as assigned or required to meet Firm goals and objectives

Education/Training/Certifications: 

• High School Diploma or GED; some college or College Degree preferred
• Must have prior Conference Services experience
• Knowledge of automated conference booking system preferred

Professional Experience: 

• Prior experience working in a law firm not a prerequisite 

Technical Skills: 

• Proficiency in Microsoft Office products, Outlook, electronic calendars, conferencing software programs, and databases 

Performance Traits: 

• Ability to multi-task and work well under pressure
• Ability to operate office equipment (copiers, personal computer, printers, and multi phone line, etc.)
• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to regularly communicate effectively with firm personnel and clients in a clear and concise manner in written and verbal forms including phone, via email and in person.
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter withw a high level of initiative
• Strong customer service skills and able to anticipate needs
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills 

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401 (k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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