Conference Services & Events Assistant

We invite you to review our current business services professionals openings to learn about the opportunities available across the firm.

About Us

Skadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients’ legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world’s major financial centers.

The Opportunity

We are seeking a Conference Services & Events Assistant to join our Firm. This position will be based in our Palo Alto office. This position responds to inquiries and requests for conference services-related assistance. Assists Conference Services Supervisor to ensure that all requests for meeting space, food and beverage, special equipment, visiting attorney offices and other facilities or services are provided seamlessly.

• Responsible for scheduling, confirming, and the execution of all in-house meetings and events booked in the Firm's conference center.

• Makes arrangements with Food Services, Facilities Management and other departments to ensure that all requests for space, food, equipment and other requested services are provided seamlessly.

• Communicates with internal and external customers via email, in-person and on the phone.

• Assists with coordinating and monitoring on-site, off-site, and virtual events.

• Establishes and maintains effective working relationships with clients, attorneys, business services professionals, and other internal customers.

• Helps build relationships with, and maintain databases for service providers (hotels, event venues, restaurants, florists, etc.).

• Required to assist with conference room setups, moving chairs, tables, podiums, etc.

• Assists with health and safety compliance related to food services on conference and internal floors.

• Follows proper food handling procedures as required by food safety practices and adheres to all local and state food safety regulations, including those related to food storage, preparation, and serving.

• Assists with the sanitizing and cleaning of equipment as required.

• Assists with Marketing, Attorney Development, Attorney Recruiting events and office events as needed.

• Assists Conference Services Supervisor to ensure that all requests for space, food, special equipment and other facilities or services are provided seamlessly.

• Maintains all conference rooms to ensure cleanliness and timeliness of room setup and dining service.

• Maintains conference rooms and visiting attorney offices to ensure that rooms are clean and adequately supplied (pads, pencils, directories, etc.).

• Prepares and monitors beverages in internal pantries, hub, and other beverage service areas.

• Places catering orders as requested and ensures all catering notes are captured in the proper software platforms.

• Performs housekeeping duties not otherwise provided by building housekeeping vendor.

• Cross-trains to perform duties of Conference Services Specialist (including reception coverage and intake of conference center and visiting attorney reservations) during breaks, lunch and absences.

• Provides backup coverage to reprographics and facilities as requested.

• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.

• Manages Firm resources responsibly.

• Complies with and understands Firm operation, policies and procedures.

• Performs other related duties as assigned.        

Qualifications

• Knowledge of relevant firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint, Webex), with the ability to learn new software and operating systems

• Ability to learn and operate basic A/V equipment

• Ability to maintain high level of customer service

• Ability to diffuse difficult situations

• Ability to exert low to moderate physical effort

• Demonstrates effective interpersonal and communication skills, both verbally and in writing

• Demonstrates close attention to detail

• Ability to handle multiple projects and shifting priorities

• Ability to handle sensitive matters and maintain confidentiality

• Ability to organize and prioritize work

• Ability to work well in a demanding and fast-paced environment

• Ability to work well independently as well as effectively within a team

• Ability to occasionally work on weekends and holidays

• Ability to work evening functions as necessary

• Flexibility to travel domestically

• Flexibility to adjust hours and work the hours necessary to meet operating and business needs

• Ability to sit or stand for extended periods of time

• Ability to lift, carry or otherwise move and position objects weighing up to 50 pounds

• Ability to climb a step ladder and reach overhead to place and remove objects from above

• Flexibility and willingness to perform a wide range of tasks

Education and Experience

• High School Diploma.  Bachelors preferred

• Minimum of one-year related experience

• California Food Handler Certificate preferred

Culture & Life at Skadden

What makes Skadden special is our people and the culture, community and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion and drawing on the strength of a wide spectrum of talent only make us better and is vital to the firm's success. Our goal is for everyone at the firm to enjoy a challenging career with opportunities for development and growth and to support the well-being of our attorneys and business services professionals.

Benefits

The overall well-being of our team is important to us. We offer generous benefits to help you achieve wellness in all areas of your life.

• Competitive salaries and year-end discretionary bonuses.

• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.

• Generous paid time off.

• Paid leave options, including parental.

• In-classroom, remote, and on-demand learning and professional development opportunities.

• Robust well-being classes and programs.

• Opportunities to give back and make an impact in local communities.

For further details, please visit: https://www.skadden.com/careers/staff/employee-benefits

Skadden is an Equal Opportunity Employer (Disability/Vet/other protected categories). For more information, please visit Skadden.com/careers.

The starting base salary for this position is expected to be within the range listed under Salary Details.  Actual salary will be determined based on skills, experience (to the extent relevant) and other-job related factors, consistent with applicable law.

Salary Details

$60,000 - $65,000

EEO Statement

Skadden is an Equal Opportunity Employer.  It does not discriminate against applicants or employees based on any legally impermissible factor including, but not limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability, any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking.

Applicants who require an accommodation during the application process should contact Lara Bell at (212) 735-2794.

Skadden Equal Employment Opportunity Policy

Skadden Equal Employment Opportunity Policy

Applicants Have Rights Under Federal Employment Law

Applicants Have Rights Under Federal Employment Law

In accordance with the Transparency in Coverage Rule,

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Transparency in Coverage

Applicants Have Rights Under California Law

Applicants Have Rights Under California Law

Skadden will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.