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Guest Services Coordinator (Monday - Friday 10:00 am - 6:00 pm)

Job ID: 5256

Updated: Jan 7, 2020

Location: Boston, MA, United States

Category: Administrative Support


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

  • Responsible for the coordination of various external meetings, events and retreats from inception to execution.
  • Coordination of internal meeting and event logistics, including food and beverage, audio visual, technology, transportation, and other related requirements. 
  • Coordinate the daily running of the Conference Center.
  • Answer incoming calls and transfer within the Firm and to outside numbers.
  • Be the point of contact for all calls - act as the information ’hub’ of the office, knowing where to transfer people and what departments can help service each request.
  • Assign offices to visiting attorneys and clients paying attention and noting all details including technology, secretarial assistance, and supply needs, as well as any and all other important information.
  • Greet guests and walk them to the appropriate conference room, attorney’s office, or visitor office.
  • Arrange for all catering needs by acting as a liaison between foodservice and the person making the reservation to ensure proper food order, delivery time, and charges.  Educate requesters on meal, snack, and beverage service types, as well as special event types and pricing for each. 
  • Monitor meeting start times to ensure rooms are vacated on schedule.
  • Add guest names to building security website to allow entry to the building to outside guests.  Arrange for temporary internal IDs for visiting attorneys.
  • Know what is going on in each conference room at all times and help direct callers and visitors to each.
  • Any other functions/duties as assigned by management.
  • The shift for this role is 10:00 a.m. - 6:00 p.m.

Qualifications & Requirements

  • The qualified candidate will have 5+ years’ experience in a Guest Services/Event Planning role, preferably in a legal, corporate, or professional services environment. 
  • The successful candidate must have a professional demeanor with outstanding customer service skills and excellent oral and written communication skills.  
  • Ability to coordinate projects with various stakeholders.
  • Strong attention to detail is required. 
  • Candidate must be flexible and organized with the ability to be responsive and make intelligent and informed decisions in an efficient manner. 
  • The qualified candidate must also be able to discreetly handle confidential matters with finesse and diplomacy. 
  • A working knowledge of Microsoft Word and Excel is required, as well as, a college degree or equivalent work experience. 
  • Familiarity with Conference Center Booking software is preferred.

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 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.