Assistant: Conference Services

Overview

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 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 thrive in a collaborative environment that values exceptional client service, initiative, professionalism, responsiveness, and adaptability, we invite you to consider joining our Office Services department in our Houston office as an Assistant: Conference Services.

The Assistant: Conference Services is primarily responsible for assisting with and overseeing the conference Service rooms, food service, maintaining relationships with caterers and vendors, and verifying invoices to be approved by Operations Manager.

Responsibilities

Essential Functions:

• Oversee all aspects of the conference center and conference rooms, including food service, while delivering first-class, hospitality-focused service
• Set up and break down conference rooms for meetings of various sizes, including arranging tables and chairs and preparing flip charts, LCD projectors and screens, televisions, and whiteboards
• Support food-service decisions, maintain relationships with caterers and vendors, and verify invoices for approval by the Operations Manager
• Ensure adequate coverage for conference room services
• Conduct conference center room checks to confirm readiness and functionality
• Recommend new equipment purchases as appropriate
• Maintain working knowledge of room technology and collaborate with the AV Technician and IT Department to set up basic audio and video conferences as needed
• Keep coffee area and kitchens clean, stocked, and presentation-ready
• Coordinate with vendors servicing coffee machines, water-dispensing equipment, and vending machines, and monitor vending operations
• Coordinate office setups for new hires and support internal office moves
• Coordinate with building management on lighting and ceiling-tile replacements as needed
• Coordinate quarterly and semiannual inspections with vendors and building management
• Schedule vendor inspections as needed
• Manage the rental-linen inventory and arrange for office-event table linens to be dry-cleaned

Other Duties:

• Mail, Delivery, and General Office Support: Log incoming UPS, FedEx, and other deliveries as needed
• Verify the accuracy of pouch manifests as needed
• Complete mail runs as needed
• Complete court runs as needed
• Provide copying support as needed
• Provide reception coverage and answer phones as required
• Keep the Operations Manager informed about all assigned areas of responsibility
• Perform other duties as assigned by the Operations Manager or Director of Administration

Qualifications, Experience and Personal Attributes

Education/Training/Certifications:

• High School Diploma or equivalent preferred.

Professional Experience: 

• Minimum of five years in Office Services and/or Facilities department required
• Large law firm experience preferred

Technical Skills:

• Proficiency in Microsoft Office products

Performance Traits:

• 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 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 with a high level of initiative
• Strong customer service skills, 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

Physical Requirements:

• Must be able to lift 40 lbs. (conference room equipment, tables, chairs, etc.)

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.

We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request an accommodation related to the application process or interview, please email [email protected]. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Mayer Brown works with select external search firms that have been vetted against our standards. Firms without a contract or agreement with Mayer Brown are not authorized to represent that they are working with the Firm, nor are they entitled to placement fees. Mayer Brown does not accept unsolicited CVs from external recruiters. Submission of an unsolicited CV to Mayer Brown or any of its Partners or employees will not establish any right of priority for the submitting agency.

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Posted Pay Range

The typical pay scale for this position is between USD $48,000.00/Yr. and USD $63,000.00/Yr., although the actual wage or salary could be lower or higher if the candidate's education, experience, skills and internal pay alignment are different from those specified.