McMillan LLP Looking for Executive Receptionist & Events Assistant at Vancouver, British Columbia, Canada Full Time

Would you like to be a part of Canada’s leading and progressive Business Law firm?

McMillan has an exciting opportunity as a Executive Receptionist & Events Assistant as part of our Vancouver Hospitality & Concierge Services team. As a member of the lively team, you will play a key role in ensuring all meetings, events and day-to-day operations run smoothly while setting the stage for five-star client service.

It is important to note that this role has a requirement to work onsite in the Vancouver office at all times. It also needs the flexibility to work overtime or irregular hours to accommodate meetings and special events.

What You’ll Do

Reporting to the Supervisor, Hospitality & Concierge Services, you will have a dynamic role to support a well-established Client Centre welcoming clients and visitors, as well as assist with events in the office and offsite for both external and internal clients.

The main responsibilities and duties of this position will include but are not limited to the following:

Client Service

• As a Receptionist at McMillan, you play a critical role in fostering a professional image and ensuring an exceptional first impression for all guests and clients of the Firm
• Coordinating and communicating office activities’, handling incoming calls and firm inquiries
• Always provide an exceptional level of client service, proactively engaging with visitors ensuring all visitor needs are met while they are attending the firm
• Advise firm members promptly when guests arrive for meetings
• Ensure all guests/clients are registered in the Meeting and Workspace Booking System (MWBS)
• Answer all incoming calls promptly, directing callers as appropriate to the right firm member and act as a resource for general firm inquiries

Meeting and Boardroom Management

• You will be responsible for coordinating bookings in the MWBS and assisting all firm members with issues/requests related to reserving meeting spaces and resources in the system
• Monitor and be aware of all events and meetings on a daily basis and overseeing boardroom bookings (including last-minute requests) and coordinating related logistics as required
• Provide boardroom and event support to all internal and external clients and liaise with various departments and national offices as required
• Liaise with Hospitality Assistants, AV Technicians, Facilities, and other administrative departments as required

Catering and Events Support

• Supporting event coordination and logistics for both internal and external events, including liaising with external caterers and agency staff
• Provide back up support to Hospitality team on regular basis and other departments as needed
• Complete food safety and responsible alcohol service courses (provided by the Firm) as service of alcohol at firm events may be required
• Perform ongoing cleaning protocols and processes in accordance with established guidelines and for client boardrooms and all catering kitchens
• Maintain stock levels for all catering and staff kitchens, ordering inventory when necessary

Concierge Services And Other Responsibilities

• You will provide concierge support for clients and lawyers (client gifts, hotels, restaurant and travel bookings, company store etc.)
• Maintain a database of restaurants, venues, and suppliers
• Support any overflow needs for business centre duties as required
• Provide other clerical or office support as directed

What You Bring

• You have strong client service skills with exceptional communication/interpersonal skills to thrive in an environment that is fast-paced and requires multitasking, by maintaining a calm and professional demeanor
• You are a collaborative and reliable team player who is enthusiastic and who can also successfully work independently while demonstrating a high level of initiative and willingness to participate in training programs
• You are also detail-oriented and consistently exercises good professional judgement and quick thinking to resolve unexpected matters
• You embrace evolving technology and have strong skills in Microsoft Word, Excel, PowerPoint, and Outlook
• You are also proficient in using Cisco Phones and Meeting Workplace Booking System software
• You are comfortable operating all audiovisual equipment in a boardroom setting
• You are flexible to work additional or irregular hours on occasion or on short notice to accommodate meetings and special events
• Comfortable performing repetitive tasks with little supervision and able to lift up to 15 pounds

McMillan Offers You

Growth

Mentorship and Support

Training as Software Evolves

Commensurate Compensation And Benefits Package

Fun Work Environment

Salary Range: $45,000- $48,000 annually

McMillan = You

Inclusion and diversity are essential elements of our culture at McMillan which coincides with our core values of respect, teamwork, commitment, client service and professional excellence.

At McMillan, we know we will achieve the most success by attracting and retaining the best talent, and by representing and supporting communities from which we draw our members, the communities in which we live and work and the communities to which we provide legal services.

We are a law firm that prides itself in sustained quality and excellence in service while fostering a positive and collegial work environment which nurtures mentoring inspires enthusiasm and professional excellence. We commit to putting our best efforts forward in achieving our goals, and the goals of our clients. You can help us in that journey!

Need another reason to consider McMillan? Let’s work together to help you achieve your professional goals and career development.

Let’s get started

If this position is for you, and you reside in or around the Vancouver area, we look forward to hearing from you. We like cover letters too so don’t forget to include one along with your resume when you click on the Apply Now button.

McMillan is committed to providing accommodation for applicants with disabilities in its recruitment processes. If you require accommodation at any time during the recruitment process, please email us or contact us at 1.888.622.4624 to submit your accommodation request.

McMillan LLP is committed to fostering a culture of inclusion and diversity. We respect and embrace the unique backgrounds, perspectives and experiences of individuals at all levels of the firm. This enables us to provide innovative client service, contribute fully to our communities and advance our firm’s values.