McGuireWoods has an opening for a Conference Services Support Specialist in our Tysons, VA office. The Conference Services Support Specialist is an integral member of the operations team in helping to support the activities scheduled in the firm's conference center. This position works in tandem with all conference center employees, some of whom may be outsourced, to ensure the phones are answered appropriately, clients/visitors are welcomed and taken care of, conference rooms are setup, and the conference facility is appropriately maintained at all times. The ideal candidate is a go-getter who possesses strong organizational skills with an eye for detail, is client service focused, enjoys working as part of a team and has flexibility to provide operational support for evening events, when necessary.
McGuireWoods, one of the world’s leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Diversity and inclusion are essential to how we do business, informing how we recruit, retain and promote lawyers and staff to serve clients. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance. Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data.
• Reception desk responsibilities, including but not limited to reserving conference rooms, answering and directing calls, greeting clients and visitors, assigning guest offices/team rooms to internal guests, act as a liaison between conference room support needs and IT support.
• Monitor scheduled meetings and events in the Conference Center to ensure rooms are prepared and operating in accordance with the Firm’s established standards. May help set up video conferencing as time allows. If not, ensures IT support is aware of needs.
• Complete inspections of conference rooms, team rooms, visiting attorney offices, and common areas; reports status to management.
• Help to coordinate food and beverage details and act as a liaison between clients and third-party catering; proactively input and update details in the room reservation software.
• Support the Operations team in monitoring kitchen equipment, inventory control, and day-to-day event operations (set-ups, refreshes, break-downs, etc.).
• Disassemble and reassemble various types of conference room furniture and equipment using room diagrams and inputs from the Office Administrator and/or Conference Services Manager.
• Follow security protocol and procedures for visitors and vendors; maintains knowledge of emergency procedures and participates as part of the Building Evacuation Team.
• Communicate requests to the appropriate McGuireWoods or property management personnel in a timely manner, including, but not limited to building maintenance requests, information technology requests, conference room supply requests.
• Perform additional duties as directed.
• High school diploma or GED and 2 or more years of related experience in the hospitality industry, including event planning experience.
• Punctuality is essential in this role.
• Excellent written and verbal communication skills.
• Ability to work well and cohesively in a team environment.
• Ability to work non-traditional hours and/or overtime as required to meet the needs of the conference center.
• Professional appearance and demeanor appropriate to a corporate environment; self-starter and proactive.
• Ability to manage multiple tasks while setting appropriate priorities to achieve goals.
• Capacity to think critically and handle emergency situations, demonstrating sound judgment under pressure and accountability when collaborating with a team.
• Working knowledge of MS Office.
• Ability to learn firm-specific applications including conference room scheduling software, document management and other applications. Experience setting up video conferencing is a plus.
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