Assistant, Office Services

Weil seeks the best and brightest talent to join our Administrative Staff team. Our employees are the future of Weil so we invest in their training and development. Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm.

Job Description

The Assistant, Office Services supports the daily operational needs of the Firm by ensuring all office, pantry, catering, conference room, and supply areas are fully stocked, clean, and functioning efficiently. This role plays a key part in maintaining a professional, welcoming, and well organized workplace environment for attorneys, staff, clients, and visitors. The hours for this role are 11:00 a.m. to 7:00 p.m.

Primary Responsibilities and/or Essential functions:

• Maintain a professional and welcoming environment for visitors, Firm attorneys, staff, and clients.
• Set up and break down conference rooms for meetings and events according to requests.
• Refresh rooms between meetings to ensure cleanliness and readiness.
• Monitor AV/basic room readiness and report issues to IS Department.
• Assist with catering setup and breakdown for meetings and special events.
• Receive and stage food deliveries, ensuring proper arrangement and presentation.
• Remove catering promptly after meetings/events and ensure spaces are cleaned and reset.
• Restock kitchen and pantry areas throughout the day.
• Ensure all convenience areas remain organized and presentable throughout the day.
• Perform light cleaning/refreshing including wiping counters, organizing shelves, checking expiration dates.
• Conduct routine restroom checks to ensure cleanliness and adequate supplies.
• Report maintenance concerns immediately (plumbing issues, spills, outages, etc.).
• Refill and organize print area supplies throughout the day.
• Serve as back up for reception when necessary.
• Complete and submit weekly timesheets and PTO requests to manager in a timely manner.
• Develop and maintain excellent customer service relationships with clients.
• Attend training classes and complete annual training requirements for skills enhancement.
• Maintain confidentiality of all Firm matters.
• Assist in emergency situations. Maintain knowledge of all emergency equipment, location(s) and fire evacuation/emergency procedures.
• Any additional responsibilities as required by management.

Knowledge, Skills & Abilities:

• Some hospitality, facilities, office services, or customer service experience preferred.
• Maintain knowledge of and demonstrate professionalism in performing responsibilities.
• Excellent interpersonal skills; ability to work with different personalities in high-pressure situations, and to project a strong sense of customer service and friendliness towards our attorneys, visiting attorneys, clients and all guests to the Firm.
• Must exhibit patience and understanding under rigid conditions, have good follow-through and creative problem-solving skills. 
• Strong initiative; ability to exercise excellent judgment.
• Maintain a neat and professional appearance. 
• Very strong communication skills; strong attention to detail.
• Team player; ability to work cohesively with cross-departmental groups.
• Desire and ability to work with and quickly learn new technologies.  Must be able to analyze and interpret software variances and how they impact the daily process.
• Strong organizational skills; ability to prioritize tasks and juggle multiple priorities.
• Adhere to Firm policies and procedures and support Firm’s initiatives.
• Ability to work overtime hours, if needed or requested. These may occur at weekends.
• The foregoing is intended to describe the general context of and requirements for the performance of this job.   It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

Education/Certifications:

• High School Diploma or equivalent required.

Estimated salary range is $50,000 - $55,000. Compensation decisions within the range are dependent on the facts and circumstances of each case including but not limited to the individual's skills, experience, and qualifications.

Weil, Gotshal & Manges LLP offers a competitive compensation package comprised of base pay and discretionary year-end bonus for eligible employees.  Benefits include, but are not limited to medical, dental, vision, disability coverage, life insurance, flexible spending plan and a 401K plan.  Weil also offers generous paid time off and holidays.  All decisions affecting employment at Weil, Gotshal & Manges LLP are made on the basis of qualification, performance and other pertinent work-related factors, and without discrimination against any person on the basis of race, color, sex, age, religion, national origin, disability, marital status, sexual orientation, gender identity or expression, pregnancy, veteran’s status, genetic information or any other legally protected status.