Assistant: Conference Services

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you thrive in a collaborative environment that values exceptional client service, initiative, professionalism, responsiveness, and adaptability, we invite you to consider joining our Office Services department in our Houston office as an Assistant:
Conference Services.

The Assistant:
Conference Services is primarily responsible for assisting with and overseeing the conference Service rooms, food service, maintaining relationships with caterers and vendors, and verifying invoices to be approved by Operations Manager.

Essential Functions:

• Oversee all aspects of the conference center and conference rooms, including food service, while delivering first-class, hospitality-focused service
• Set up and break down conference rooms for meetings of various sizes, including arranging tables and chairs and preparing flip charts, LCD projectors and screens, televisions, and whiteboards
• Support food-service decisions, maintain relationships with caterers and vendors, and verify invoices for approval by the Operations Manager
• Ensure adequate coverage for conference room services
• Conduct conference center room checks to confirm readiness and functionality
• Recommend new equipment purchases as appropriate
• Maintain working knowledge of room technology and collaborate with the AV Technician and IT Department to set up basic audio and video conferences as needed
• Keep coffee area and kitchens clean, stocked, and presentation-ready
• Coordinate with vendors servicing coffee machines, water-dispensing equipment, and vending machines, and monitor vending operations
• Coordinate office setups for new hires and support internal office moves
• Coordinate with building management on lighting and ceiling-tile replacements as needed
• Coordinate quarterly and semiannual inspections with vendors and building management
• Schedule vendor inspections as needed
• Manage the rental-linen inventory and arrange for office-event table linens to be dry-cleaned

Other Duties:

• Mail, Delivery, and General Office Support:
  Log incoming UPS, Fed Ex, and other deliveries as needed
• Verify the accuracy of pouch manifests as needed
• Complete mail runs as needed
• Complete court runs as needed
• Provide copying support as needed
  
  Provide reception coverage and answer phones as required
• Keep the Operations Manager informed about all assigned areas of responsibility
  
  Perform other duties as assigned by the Operations Manager or Director of Administration

Education/Training/

Certifications:

• High School Diploma or equivalent preferred.

Professional

Experience:

• Minimum of five years in Office Services and/or Facilities department required
• Large law firm experience preferred

Technical

Skills:

• Proficiency in Microsoft Office products

Performance Traits:

• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work…