Conference Services Specialist (10am - 6pm)
About Ropes & Gray:
Ropes & Gray is a preeminent, global law firm. The firm has been ranked in the top-three on The American Lawyer's prestigious "A-List" for seven years and is ranked #1 on Law.com International's "A-List" in the U.K. - rankings that honor the "Best of the Best" firms.
The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.
The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.
Ropes & Gray is an equal opportunity employer.
Overview:
The primary responsibility of this Conference Service (“CS”) Specialist is scheduling, updating and confirming firm-wide events and all related services. These services include catering, room set-ups, audiovisual needs, videoconferences, meeting supplies, network connectivity, building access and visitor offices.The “Specialist” is needed to coordinate service deliveries with all groups who support our operation (Catering, IT, AV, Reception, Facilities, Housekeeping, Building Management, Security and Vendors). This position relies heavily on detail-orientation, knowledge of firmwide space/equipment usage with a strong focus on customer service and quality assurance.
Responsibilities:
- Accurately record all necessary meeting details (date, time, locations, file symbol, recurrences, catering, set-up, AV, etc.) into scheduling software.
- Immediately capture and communicate all service changes, additions, cancellations to appropriate local support staff firm-wide.
- Must stay informed with constant updates to firm-wide visitor offices, conference rooms, locations, room capabilities/limitations, equipment use, local support staff, set up and breakdown alert times
- Serve as local office CS subject matter expert- provide consultation and education on meeting & event space (i.e. ideal uses, limitations, restrictions, requirements, etc.)
- Special event planning- menu planning, room configuration, décor, logistical timelines, etc. Oversee and participate in execution when needed. (receive / set-up deliveries, room setup, direct guests, etc.)
- Deal directly with on-site and outside vendors- negotiate pricing, coordinate and oversee delivery of products and services.
- Provide back-up for local support staff as needed. Reception, Switchboard, Facilities, Catering, AV (knowledge of equipment, set-up and troubleshooting -will train).
- Perform routine quality of service checks on all local conference rooms and visitor offices. Set-up and restock according to respective checklists.
- Keep CS Management informed of any potential issues, upcoming events, customer feedback, etc. Provide possible solutions and suggestions.
- Performs other work related duties as assigned by the CS management team.
Qualifications:
- Associate or bachelors degree or the equivalent with a minimum of two years of related work experience
- Strong customer service skills
- Solid verbal and written communication skills
- Must be highly organized with strong attention to detail
- Effectively able to multi-task
- Experience with reservation software preferred
- Proficiency in Microsoft Office and Windows (Word, Excel, PowerPoint), and internet
ESSENTIAL CAPABILITIES:
Must demonstrate the ability to;- Maintain strict confidentiality of the firm’s internal and personnel affairs.
- Interact effectively and professionally with all levels of personnel, including firm leadership, management and support staff.
- Maintain composure under pressure and stressful situations.
- Plan, organize and carry out multiple related activities with limited supervision.
- Work effectively in a culturally and educationally diverse environment.
- Contribute positively to a firm-wide team across multi-office environment.
Compensation and Total Rewards Package:
Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture.The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance.
The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.
Chicago: $55,400 - $80,300
Working Conditions:
This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.