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Conference Center Assistant

Job ID: 5141

Updated: Aug 29, 2019

Location: Los Angeles, CA, United States

Category: Facilities/Office Services


About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

The Conference Center Assistant must be flexible, poised, polished, articulate and extremely service-oriented. This position requires the ability to work well under pressure, maintain professional appearance and positive demeanor at all times. Professional and respectful behavior is expected when interacting with clients, vendors and all levels of firm personnel, and discretion is required at all times. Exceptional telephone etiquette, excellent verbal and written communication skills and outstanding attention to detail are required.

  • Set up conference center deliverables in conference rooms; breakdown set-ups and clean conference rooms
  • Back-up reception coverage

Answer visitor inquiries regarding Kirkland & Ellis LLP and the Los Angeles office

Direct/escort visitors to their destinations

Answer incoming calls on multi-line telephones

Greet personal and telephone callers and find out the nature of their inquiry; direct calls appropriately

Set appointments (meeting reservations, vendor deliveries, etc.)

Monitor LA Conferencing mailbox for conference center-related requests; execute requests incoming via the mailbox or make sure requests are executed

Filing, records keeping, keyboarding/data entry

Perform a variety of office tasks, such as faxing, scanning, and copying.

Assist supervisors with developing and updating department procedure manuals

Serve cold or hot beverages to guests

Keep the reception desk and lobby area tidy

Control security access functions by verifying employee identification, issuing visitor passes, and by observing and reporting any unusual or suspicious persons or activities

Update and maintain daily visitors log

Maintain a calm, courteous and professional demeanor at all times independent of the behavior of others

Demonstrate attentiveness, a professional appearance, initiative, respect for confidentiality and discretion, a positive attitude and dependability

Provide information to assist clients and visitors or refer them to appropriate contacts, either in the Firm or elsewhere

Organize department data in spreadsheets for review and analysis by department supervisor/manager

Work directly with travel agencies, airlines, and hotels to make or change existing reservations for members of the Firm or their guests

  • Clean and maintain remote kitchens and main catering kitchen
  • Makes preparations for next morning functions
  • Monitor LA Conferencing mailbox for conference center-related request; execute requests or make sure requests are executed by appropriate individuals
  • Work collaboratively with Conference Center Team, Receptionist, Office Services and Technology Services departments
  • Communicate with and direct vendors regarding facility usage

Qualifications & Requirements

Experience working in a professional environment, such as legal, financial, consulting, or advertising is required, and 2 years’ experience working in hospitality is highly desirable. Candidate must demonstrate the ability to provide prompt, professional and courteous services for all hospitality-related and event-related customer requests. Ability to type 40+ wpm and to handle multiple incoming telephone lines is required. All qualified candidates must have a working knowledge of the Internet, document management systems, MS Word, Excel and e-mail systems.

The ability to work the core hours of 10:30am - 7:00pm.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

 
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