Office & Client Services Assistant

Palo Alto, CA

Responsibilities

• Maintain conference rooms, catering pantries, and office break areas, including event setup, breakdown, and supply restocking.
• Maintain visitor offices in a clean, orderly, and ready state.
• Provide reception coverage two or more hours each day.
• Answer, screen, direct, and place telephone calls; assist lawyers, clients, staff, and visitors as needed.
• Ensure all aspects of conference room reservations are completed with accurate information to facilitate successful meetings, adjusting as needed.
• Understand the capabilities of each conference room (seating capacity, AV equipment, etc.) to ensure proper room reservations.
• Perform scanning, copying, printing, mailing, and other administrative tasks.
• Receive, sort, and distribute mail and deliveries; circulate routings.
• Adhere to timely and regular attendance; remain flexible for planned and occasional unplanned overtime.
• Perform other duties as assigned.
• Uphold high standards of confidentiality, discretion, and integrity in handling all sensitive or confidential firm and client information.

Requirements

• Excellent communication, organizational, and interpersonal skills.
• Minimum of two to three years of office services and/or reception experience strongly preferred.
• Ability to learn and utilize Event Management Systems (EMS) software.
• Strong customer service skills and an understanding of the importance of developing effective working relationships.
• Familiarity with remote connection platforms such as Zoom or Microsoft Teams preferred.

Compensation: $59,000.00-$76,000.00, annually, plus overtime and bonus

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