Office Services Assistant

Palo Alto

Job Summary

As part of the team in the Office Services Department, this position is primarily responsible for reception coverage, the stocking and cleaning of kitchens, supply rooms and conference rooms. Acts as back-up and support to the Copy Center, Facilities and Conference Services Departments. This position will provide assistance with mail, package, supply and other deliveries in the Palo Alto office. Will also assist with conference/meeting set-ups, catering orders, and photocopying/printing/binding requests as needed.

ESSENTIAL FUNCTIONS

  • Maintain kitchens
    • Stock supplies
    • Maintain appliance cleanliness
    • Make coffee
    • Keep counters clean
  • Conference rooms
    • Set up conference rooms per daily conference services activity report
    • Maintain and clean conference rooms so they are always presentable for the next meeting
    • Stock and organize the supply drawers in each conference room
    • Wipe all surfaces in the conference rooms to maintain a clean appearance
  • Reception
    • Provide coverage to reception area as needed through the utilization of the reception telephone software platform
    • Assist with conference/meeting reservations through the scheduling software platform
    • Assist with building access and badging requests through the firm and building security software platforms
    • Assist with facilities and building maintenance requests through submissions to the building facilities software platform
  • Copy/supply rooms
    • Keep copy rooms stocked with supplies
    • Fill copiers and printers with appropriate paper for the trays
    • Keep the counter space clean and organized
  • Other duties
    • Assist with the processing of photocopying, printing and binding requests with an awareness to time constraints, communication of progress and accuracy
    • Support distribution activities by delivering mail, packages and other supplies to all Attorneys and Staff in the Palo Alto Office
    • Assist with external mailings and Firm interoffice mailings
    • Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others
    • Manages Firm resources responsibly
    • Complies with and understands Firm operation, policies and procedures
    • Perform other relevant tasks as needed in the Conference Services, Facilities and Copy Center Departments

Qualifications

  • Ability to work directly with the staff in Conference Services, Facilities and Copy Center
  • Must have good customer service skills. Possess a friendly and professional demeanor
  • Ability to lift 50 pounds, bend, climb ladders and push utility carts
  • Ability to sit, walk and stand for long periods of time
  • Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems
  • Demonstrates effective interpersonal and communication skills, both verbally and in writing
  • Demonstrates close attention to detail
  • 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 a demanding and fast-paced environment
  • Ability to work well independently as well as effectively within a team
  • Flexibility to adjust hours and work the hours necessary to meet operating and business needs

Experience/Education

  • High School diploma or equivalent
  • Work experience in a similar role or environment desired
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EEO Statement

Skadden is an Equal Opportunity Employer. It adheres to an employment 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, physical or mental 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.

If you are having technical issues applying for a position, please contact your local internet service provider. Applicants who are interested in applying for a position and require special assistance or an accommodation during the process due to a disability should contact Jennifer Lee at (212) 735-2073.

Skadden EEO and Affirmative Action Policy

Applicants Have Rights Under Federal Employment Law

Skadden will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

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