Job Description

Our client, a multinational law firm is seeking an Administrative Assistant to join their team in San Francisco! The ideal candidate for this position will have a law firm background.

Key Responsibilities:

Client Events & Meeting Coordination

• Collaborate with the Office Services Manager and Conference Center team to plan and execute client meetings and events in line with Firm standards.
• Provide on-site support during events, including evenings and weekends when needed. Coordinate Town Hall logistics with departments like IT, Facilities, and Catering.
• Check meeting rooms beforehand to ensure setup and catering meet specifications; serve as the main contact for large events to address last-minute issues.
• Maintain organized records of all events and track details using Accruent. Create event floorplans and distribute key reports (e.g., upcoming events, hoteling, Town Hall summaries).
• Join weekly planning meetings to review upcoming events and prepare necessary updates or questions.

Reception & Conference Center Backup

• Act as the primary backup for Conference Center Specialists during absences, ensuring full reception coverage.
• Handle reception duties including answering calls, booking rooms, resolving conference room issues, and updating schedules in Accruent.

Guest Experience & Hospitality

• Provide a warm, professional welcome to all visitors; uphold high standards in appearance and communication.
• Facilitate connections between visitors and internal contacts, ensuring quick and effective solutions to inquiries.
• Recognize and personally greet key personnel and maintain strong relationships with clients, guests, and vendors.
• Lead and manage Town Hall events from planning through execution, serving as the main onsite liaison.

Operational & Firm Knowledge

• Use deep knowledge of Firm policies to anticipate and resolve inquiries; maintain high service standards within the Conference Center.
• Proactively find answers using internal and online tools, escalating complex issues when necessary while remaining accountable for resolution.
• Manage multiple questions or tasks at once, ensuring timely, resourceful responses.

Conference Center Maintenance

• Help keep the Conference Center clean, organized, and professional. Ensure deliveries are cleared quickly and rooms are prepped throughout the day.
• Provide hands-on support to ensure client needs are met and coordinate with the team for smooth operations.

Technology & Systems Support

• Offer first-level tech support for meetings, including AV setups, wireless and network access, and conference call tools.
• Coordinate with Technology Services for complex issues and maintain working knowledge of key tools like Accruent, Blusky, Visio, and Office applications.
• Use online research and firm resources to resolve visitor and personnel needs effectively.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.

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