Conference Services Specialist

Chicago

Job Summary

Seeking a Conference Services Specialist to greet and direct visitors to the office. Answer and route calls to main telephone line. Responsible for scheduling and confirming meetings, events and visiting attorney reservations. Provide administrative support for visiting attorneys and meetings in the conference center. This position provides an excellent opportunity for those in the hospitality industry looking to transition to the corporate environment. 

ESSENTIAL FUNCTIONS:

  • Greets and directs internal personnel and visitors to the office.
  • Answers incoming calls, ascertains callers' needs, and routes to appropriate destination.
  • Takes and distributes messages to appropriate individuals.
  • Provides directory, dialing and voicemail assistance to all callers.
  • Schedules and confirms visiting attorneys, meetings and events booked in the Chicago office conference center.
  • Maintains conference center and visiting attorney schedule and communicates requests for related services to Conference Services department and other essential personnel.
  • Provides administrative support for visiting attorneys and meetings in the conference center.
  • Coordinates event arrangements with internal departments, property management and outside vendors to ensure that all requests for space, food, equipment and other requested services (e.g., loading dock deliveries, after-hours building/elevator access and HVAC) are provided seamlessly and assigned events run smoothly and efficiently.
  • Communicates with internal and external customers via email, in-person and on the phone.
  • Establishes and maintains effective work relationships with clients, attorneys, staff and other internal customers.
  • Helps build relationships with, and assists with maintaining databases for, service providers (e.g., hotels, event venues, restaurants, florists, etc.).
  • Assists Marketing and Accounting Departments with projects.
  • Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
  • Manages Firm resources responsibly.
  • Complies with and understands Firm operations, policies and procedures.
  • Performs frequent physical exertion including: repetitive use of both hands, lifting or carrying up to 20 pounds frequently and up to 50 pounds on an occasional basis.
  • Performs other related duties as assigned.

Qualifications

  • Knowledge of conference services and/or hospitality field and procedures for a professional environment
  • Knowledge of and experience in corporate and fine dining operations, including foods, menus and service
  • Knowledge of relevant Firm computer software programs (e.g., Outlook, Word, Excel, PowerPoint) with the ability to learn new software and operating systems
  • Knowledge of AV and Conference Room setups
  • Knowledge of catering equipment and catering operations
  • Demonstrates effective interpersonal and communication skills, both verbally and in writing
  • Demonstrates close attention to detail
  • Excellent analytical, troubleshooting, organizational and planning skills
  • Ability to read, interpret and follow instructions
  • Ability to sit at work station for extended periods of time
  • Ability to deal courteously/effectively with others
  • Ability to handle multiple projects and shifting priorities
  • Ability to handle sensitive matters and maintain confidentiality
  • Ability to organize and prioritize work
  • Ability to work well in demanding and fast-paced environment
  • Ability to work well independently, as well as effectively within a team
  • Ability to use discretion and exercise independent and sound judgment
  • Ability to troubleshoot and problem solve technology issues in conference rooms
  • Flexibility to adjust hours and work the hours necessary to meet operating and business needs
  • Flexibility to assist with on-site, after-hours events in conference center
  • Flexibility and willingness to perform a wide range of tasks

Experience/Education

  • High school diploma or equivalent
  • Minimum of three years' experience in a professional office or hospitality environment
  • Event planning or hospitality industry experience preferred
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EEO Statement

Skadden is an Equal Opportunity Employer. It adheres to an equal employment opportunity policy that prohibits discriminatory practices or harassment against applicants or employees based on any legally impermissible factor including, but not necessarily limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability (where the applicant or employee is qualified to perform the essential functions of the job with or without reasonable accommodation), any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking.

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Skadden EEO and Affirmative Action Policy

Applicants Have Rights Under Federal Employment Law

In light of the COVID-19 pandemic, please note that all newly-hired personnel in the United States must be fully vaccinated against COVID-19 by their first day of employment.

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