Guest Services Assistant

Who We Are ArentFox Schiff is an award-winning, globally recognized law firm that delivers sophisticated, innovative, and practical legal solutions to clients around the world. With more than 600 lawyers and policy professionals, ArentFox Schiff's expertise is sought out by Fortune 500s, start-ups, international governments, non-profits and trade associations, and private individuals. Our work spans highly complex, global matters as well as the deeply personal issues that shape the lives of individuals and communities. Why Join Us At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build upon a culture that reflects our dedication to diversity, equity, and inclusion. We base all of our employment decisions on merit and do not discriminate on the basis of any legally protected characteristic. Job Description Serves as the primary contact for clients, visitors, attorneys, and staff while coordinating reception, conference services, hospitality, visitor management, events, and related office support to deliver a professional and welcoming experience. Reception and Client Experience Welcome clients, visitors, vendors, and guests; manage registration, building access, arrivals, hotel office assignments, and special accommodations. Answer and route calls promptly and professionally. Maintain clean, organized, and professional reception, guest office, conference, and client-facing spaces. Protect client and Firm confidentiality while delivering responsive, high-quality service. Conference Services and Meeting Support Coordinate conference room reservations, schedules, room setups, seating, audiovisual needs, and special meeting requests. Prioritize room use, resolve scheduling conflicts, and coordinate technology needs with IT. Inspect rooms before and after meetings to ensure they are clean, stocked, arranged, and presentation-ready. Support internal meetings, client events, training programs, recruiting events, and Firm functions. Hospitality and Food Service Coordination Coordinate catering, beverage service, setup, and breakdown for meetings, receptions, and events. Place orders, communicate requirements to vendors and support staff, and process hospitality-related invoices. Monitor, restock, and maintain pantry, beverage, conference room, and hospitality supplies and spaces. Office Services Support Coordinate mail, courier deliveries, packages, copying, scanning, binding, document assembly, and other office services requests. Maintain office, conference, and pantry supply inventories and coordinate purchasing within Firm guidelines. Enter and track building maintenance requests and coordinate with property management as needed. Support special projects, office initiatives, Firm events, and backup coverage for related office services functions. Team Support and Coordination Collaborate with attorneys, staff, vendors, building personnel, and Firm support departments to ensure seamless service. Assist with training team members and maintaining reception, conference services, hospitality, and office services procedures. Identify practical ways to enhance the client and employee experience. Perform other duties and special projects as assigned. Knowledge/Skills/Abilities: Exceptional customer service, interpersonal, and communication skills. Professional, courteous demeanor with the ability to work effectively with clients, attorneys, executives, staff, and vendors. Strong organization, planning, problem-solving, multitasking, and attention to detail. Ability to manage competing priorities, adapt to changing needs, and work independently in a team environment. Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams. Experience with conference room reservation systems, visitor management technology, multi-line telephone systems, audiovisual equipment, and conferencing technology preferred. Flexibility to support heavy workloads, special projects, events, and scheduled overtime as needed. Education: HS Diploma or equivalent is required. College degree preferred but not necessary. Experience: Three or more years of experience in reception, conference services, hospitality, office services, hotel operations, law firm administration, or a comparable professional services environment preferred; experience supporting clients and senior-level professionals in a fast-paced legal or corporate setting is a plus. This is an hourly, non-exempt position that is eligible for a generous overtime plan that exceeds minimum legal requirements. The anticipated good-faith base salary range for this position is: Chicago: $50,000 to $60,000 per year. Your exact offer will be based on a variety of factors, including but not limited to, your experience, skills, and overall qualifications. We also review compensation regularly against industry benchmarks and performance outcomes, so you can grow your career here with confidence-knowing your pay recognizes both your impact and our commitment to an equitable approach. In addition to a competitive base salary, certain positions are eligible for a comprehensive performance-based bonus, payable monthly or annually. Benefits We know that the needs of our employees vary and can change throughout the different stages of life. That's why we offer a wide array of flexible benefit options designed to help you live healthy, live well, and live for tomorrow. In addition to medical, dental, vision, profit-sharing, generous paid time off, and numerous other benefits, we also provide a flexible reimbursement account that helps pay for the things that contribute to your personal well-being, in your own way. Commitment to Equal Opportunity ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We base all employment decisions on merit and maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance. * The job description is a general summary of the major duties. It may not specify all duties, tasks, and assignments associated with a job. It does not limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review and modification. ArentFox Schiff LLP