Administrative Specialist - (Onsite) at Reed Smith LLP

Firm Information

Reed Smith is a global relationship law firm with more than 1,700 lawyers in 30 offices throughout the United States, Europe, Asia and the Middle East.

Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology, and education. For more information, visit reedsmith.com.

Position Summary

This position is responsible for greeting clients, visitors and personnel in the Dallas office. Monitors conference center during office hours, responsible for booking visitor offices, conference rooms and assisting with meeting/event coordination, and performs administrative tasks for clients and visitors as needed.  

Job Duties and Responsibilities

• Reception, Lobby Services and General Hospitality
• Create and maintain a welcoming environment by greeting and assisting firm visitors and personnel in the conference center.
• Answer internal and externa calls and direct them to the appropriate Reed Smith personnel.
• Follow established procedures with regards to both expected and unexpected arrivals.
• Assign visitor offices to visting personnel.
• Maintain visitor records, enter visitor information into building management’s visitor system (if applicable) and announce visitors upon arrival.
• Distribute and collect access cards.
• Handle transportation requests for visitors and personnel.
• Meetings and Conference Rooms
• Make conference room reservations via EMS scheduler system.
• Ensure IT and catering are set-up as requested.
• Manage conference room reservations and escalate scheduling conflicts as needed to appropriate supervisory staff personnel.
• Advise appropriate staff members of changes in meeting room status, special requests, etc.
• Proactively track conference room usage to ensure rooms are set-up and cleaned up before and after use.
• Assist with meeting and event coordination to include placing catering orders, providing guest lists to building security, greeting guests upon arrival, assisting with food and beverage set-up and clean up.
• Summarize event details for Office Services and event coordinators.
• Facilities Services
• Submit maintenance requests into building management’s system and track completion, to include communicating with reporting personnel.
• Conduct daily walk-through of the lobby and conference room space to ensure safe, clean, and organized facilities and report issues/repairs to Office Services Supervisor or other appropriate personnel.
• Understand office emergency procedures and serve as floor warden for individuals in the conference center in the event of an emergency.
• Administrative Duties
• Make effective use of the conference room management/reservation systems.
• Scan mail and email recipients’ documents, such as the floor map, phone list, preparing weekly newsletter and daily/weekly meeting schedule report for office managing partner.
• Perform general office administrative tasks such as preparing check requests and expense reports for business center completion, creating word documents, spread sheets and signage.
• Other duties as assigned.

Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.

Requirements

Education: Minimum requirement - high school diploma. 

Experience: Two years’ work experience in a business or professional services environment.  

Skills: Excellent communication, spelling and grammar skills. Ability to type accurately, articulate clearly, both orally and in writing.   Ability to present self in a professional manner in person and over the telephone. Working knowledge of Microsoft office.  

Other

Supervisory Responsibilities:  None

Equipment To Be Used: Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc.

Essential Job Functions:

• Ability to sit and/or stand for prolonged periods, intense eye usage, and finger, hand and wrist dexterity associated with prolonged computer use.
• Ability to fulfill physical demands consistent with job duties, including bending and lifting objects weighing up to 10 pounds.
• Ability to read and interpret written documents, computer screens and other visual displays accurately.
• Ability to hear and understand verbal communication, including conversations and instructions, is important for effective collaboration and communication.
• Ability to work on site. 

Working Conditions: Works in typical office setting. Occasionally called upon to work hours in excess of your normal daily schedule.

Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401 (k) plan.

Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.

Qualified candidates only. No search firms.