Part-time or Full-time Operations Specialist
Firm Information Reed Smith is a global relationship law firm with more than 1,700 lawyers in 28 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 Under general supervision of the Office Services Supervisor and the Business Manager, and according to established policies and procedures, performs a variety of duties including providing audio visual support including set-up, establishing and monitoring video/audio meetings. Includes all other ancillary support including assisting in room layouts in order to achieve optimal performance during AV-supported meetings. Handles all hospitality set-ups and clean-ups of firm conference rooms. Works under minimal supervision and requires use of problem solving skills, initiative and independent judgment when unique, unpredictable circumstances present. Provides technical assistance and/or training to other staff in using the audio/visual equipment for events. Provides back-up support for the Office Services Supervisor, Receptionist, and Legal Secretaries, as needed. Observes confidentiality of client and firm matters. Essential Functions Audio Visual Provides technical assistance and training to staff, specifically with the audio visual equipment. Set-up of necessary computers in meeting rooms to dovetail with audio/video needs. Answers inquiries concerning the use of audio-visual equipment including: microphones, sound speakers, video screens, projectors, video monitors, connecting wires and cables as well as lighting. Assist Operations staff with meeting room set-up to ensure optimal audience and speaker experience. Sets up and operates all sorts of audiovisual equipment to include video set ups, PowerPoint displays, microphone support, etc. Reports hardware problems and unresolved software problems. Works closely with internal and external customers to determine their needs, set up and/or supervise the AV support during events. Assists with technical aspects of audiovisual production. Assists conference/meeting participants with minor IT issues and refers larger issues to the IT department. Works in a manner safe to the individual and others; follows safety rules and safe working practices. Uses safety equipment as required. Assist in replacing desktop, laptop, mouse or keyboard, as needed. Performs other related duties as assigned. Guest Services/Hospitality Coordinate room set ups for meetings in conference rooms, receptions and other special events. Advise Supervisor of any special set-ups or equipment that is needed. Setup bar for receptions. Maintain and provide linens (and have cleaned when necessary). Clean conference rooms between and after meetings. Load and run dishwasher, as needed. Maintain the appearance of all conference rooms, kitchens and coffee stations. Maintain inventory of Bar and Beer supplies, including sodas, snacks, etc.; re-order when needed. Maintain inventory of paper products (paper plates, napkins, etc.). Maintain inventory of china, silverware and glassware. Work directly with Marketing, secretaries, and attorneys on special requests for events. Perform back-up Office Services duties, as needed. Perform back-up receptionist duties, as needed. Provide back-up assistance to secretarial staff, as needed. Requirements Education High School graduate or equivalent. Experience Prior audio visual support experience is preferred. Previous law firm or service environment is beneficial. Skills Computer skills including knowledge of Microsoft Word and Outlook. Knowledge of principles related to multimedia production activities including audio, video, and photography. Ability to operate audiovisual equipment. Possess basic knowledge of connecting a PC with a monitor, keyboard and mouse. Ability to understand and follow instructions. Ability to organize and prioritize workload and complete tasks under deadline. Excellent customer service skills, experience interacting with high profile employees and clients, and a professional manner (on the phone and in person) with clients, attorneys, paralegals, secretaries, and other staff members. Productive use of working hours and flexibility to change working hours, as needed. Confidentiality and attention to detail are essential. Other Supervisory Responsibilities: None Equipment To Be Used: Audio equipment such as; microphones, speakers. Video equipment such as video cameras. Lighting equipment. Other video/audio equipment essential. High volume copiers, personal computer, binding equipment, paper drill and cutter, and other office equipment such as telephone, calculator, fax machine, scanner, postage machine, etc. Typical Physical Demands: Requires constant sitting, standing, bending, stooping and reaching. Requires lifting, possibly up to 60 pounds or more and as high as eight feet. This includes lifting, moving and setting up conference room tables. Manual dexterity and range of hearing/vision sufficient to operate standard office equipment. Typical Mental Demands: Able to deal with stress associated with fast-paced work environment including multiple priorities/tasks on a daily basis. Able to work well as a member of a team. Make judgment decisions and adapt to changing work situations. Grasp and apply new ideas. Able to deal with constant interruptions and pick up where left off. Communicate with various personalities at all levels. Requires normal range of hearing and vision. Working Conditions: Works in a typical office setting. May be called upon to work overtime and must be flexible to work during off hours to support events. At times, may work with little to no supervision. 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.