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INTRODUCTION

Weil seeks the best and brightest talent to join our Administrative Staff team. Our employees are the future of Weil so we invest in their training and development. Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm.

ROLE AND RESPONSIBILITIES

The Conference Services Specialist ("CSS") is responsible for scheduling conference rooms and ensuring that all departments are informed of food, equipment, and other meeting requirements. This role requires continuous evaluation of the schedule to accommodate as many requests as possible, factoring in meeting size, ancillary service requests and possible conflicting reservations. The CSS must demonstrate a high level of professionalism to deliver exceptional support to all associated with the Conference Service.

Primary Responsibilities and/or Essential Functions:

• Answer and route incoming/internal calls in a pleasant, proficient and professional manner.
• Handle all requests promptly and professionally with the goal of exceeding expectations whenever possible.
• Act as an information source and lend assistance to visiting internal clients, resolving issues and/or escalating as appropriate.
• Maintain skills necessary to assist attorneys and clients with arranging travel, transportation and hotel reservations as needed.
• Review daily requirements for rooms, equipment, supplies, catering and personnel. Coordinate logistics to ensure rooms are prepped, cleaned, vacated and placed back in booking rotation.
• Respond to requests for conference room reservations in a thorough and timely manner.
• Calmly and effectively assist in emergency situations. Maintain knowledge of all emergency equipment, location(s) and fire evacuation/emergency procedures. Dispense basic medical supplies and assist with emergency equipment as needed.
• Maintain the T-Metrics database and supplemental page information.
• Consistently demonstrate a high level of respectful and inclusive communication. Openly share appropriate information that may affect other shifts and graciously accept and act on feedback.
• Maintain expertise in Firm history, benchmarks, goals, and structure (legal/non-legal departmental structure/leadership).
• Actively participate in training on business service activities and applications.
• Work closely with the Sr. CSS to drive the development and evolution of training materials, tools, and processes to increase departmental efficiency, including sharing feedback and suggestions. Provide backup training for new team members.
• Demonstrate leadership to the BSR teams when a Senior team member is not immediately available.
• Ensure timely completion of necessary administrative duties including running and reviewing reports, providing appropriate statistics to leadership, and advising leadership of current data trends.
• Assist department leadership on streamlining operations, managing and maintaining the conference services policies document, recognizing and identifying areas for development within team policies and applications, and providing feedback on potential POC's the team is reviewing.
• Collaborate with team leadership on the operational overview of the team to ensure that client deadlines and expectations are met and maintained, potential issues are assessed and preemptively handled, and meetings are coordinated appropriately amongst all ancillary teams.
• Any additional responsibilities as required by management.

BASIC QUALIFICATIONS

• 3+ years of room booking experience in a mid-to-large law firm or hospitality environment preferred.
• Excellent communication, both written and oral, listening and interpersonal skills.
• Adept at working with different personalities in high-pressure situations, while projecting a poised, patient demeanor and a strong customer service orientation.
• Strong initiative; ability to exercise excellent judgment and creative problem-solving skills.
• Neat and professional appearance required.
• Strong attention to detail and organizational skills, with demonstrated ability to prioritize tasks and follow-through.
• Ability to work collaboratively and independently.
• Ability to gather, read, interpret, analyze and present information in a resourceful manner.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint. Basic to strong Access skills. SharePoint experience a plus.

EDUCATION/CERTIFICATIONS

• High School diploma/GED required.
• College degree a plus.

COMPENSATION

• Estimated hourly rate range is $35.71 - $41.20 ($65,000 - $75,000 annually). This position is overtime and bonus eligible. Compensation decisions within the range are dependent on the facts and circumstances of each case including but not limited to the individual's skills, experience, and qualifications.

Weil, Gotshal & Manges LLP offers a competitive compensation package comprised of base pay and discretionary year-end bonus for eligible employees. Benefits include, but are not limited to medical, dental, vision, disability coverage, life insurance, flexible spending plan and a 401K plan. Weil also offers generous paid time off and holidays.

All decisions affecting employment at Weil, Gotshal & Manges LLP are made on the basis of qualification, performance and other pertinent work-related factors, and without discrimination against any person on the basis of race, color, sex, age, religion, national origin, disability, marital status, sexual orientation, gender identity or expression, pregnancy, veteran’s status, genetic information or any other legally protected status.