Ropes & Gray is a global law firm that operates across 17 time zones and has more than 1,400 lawyers based in the United States, Europe and Asia who collaborate seamlessly to provide clients with high-quality representation in innovative industries that shape the global economy. Our clients include private equity firms, pharmaceutical and biotech companies, financial institutions, mutual funds, hospital systems, and more. Client by client, we’ve built a reputation for first-class work, a pragmatic approach, and impeccable standards of service and ethics. We count many of the world’s most respected companies and institutions as longtime clients, and serve organizations at all stages of development. Clients trust us with their most important matters because they know we understand their businesses and deliver the results they need.
Our deeply rooted culture of teamwork means that our lawyers work closely with colleagues around the world to provide support to clients. This collaborative approach encourages our lawyers to work alongside partners and clients on sophisticated matters. We work as a team to support a range of leading legal practices, including private equity, M&A, capital markets, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, data, privacy & cybersecurity, and business restructuring.
Ropes & Gray London is one of the largest offices in the Ropes & Gray network, and the hub of the firm’s EMEA network and set up in London in 2010. While we are now an established presence in the UK, we’ve retained all the buzz of our start-up years. It makes us a little bit different: it means we have the stature and resources of a major international law firm combined with the pace, inclusivity and career progression of a specialist firm. Our clients like to work with us. We are, of course, always professional, but we are personal, and personable with it. As a group, we’re international, diverse and our team is always professional, but uniquely personable. With around 31 partners, 137 fee earners and a trainee intake of 13, everybody in the office knows everyone else. That means that every hire we make is an important investment for the firm, because each team member has a distinct role to play in delivering excellent service to our clients. |
OVERVIEW OF THE ROLE
To provide a warm welcome to all our clients, both internal and external, creating a positive first impression and maintaining a professional and organized reception area. Work as part of a small team across various shifts to ensure the front of house function runs smoothly and professionally.
KEY ROLES & RESPONSIBILITIES
- Ensure all clients, guests and visitors receive VIP treatment and that their needs are anticipated and prioritised at all times, constantly seeking ways to improve client satisfaction.
- Monitor all email and telephone communication, responding in a prompt, professional manner.
- Liaise with colleagues in the Operations team as well as the ground floor building reception and security teams, to provide first class service to our clients.
- Manage the issuing and return of temporary security passes.
- Use EMS to make urgent/same day room reservations or cancellations, liaising with the catering, facilities, AV and global Conference Services teams where necessary.
- Manage the meeting rooms, from set up to clear down, amending other bookings should a meeting overrun. Act as a subject matter expert on all our meeting rooms, their capacities and equipment, as well as the catering available to order.
- Ensure all meeting rooms are maintained to a high standard, reporting any issues to the correct support department and following up on a resolution
- Allocate visitor offices, issuing memos to all our inter-office visitors, welcoming them to the London office and advising them of their assigned office and secretary.
- Be able to answer the London switchboard calls in a warm but professional, confident manner.
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QUALIFICATIONS & SKILLS
- Educated to minimum GCSE level or equivalent.
- Customer facing experience required, preferably, but not exclusively, gained from within a law firm or professional services environment.
- Fluent in English, both written and verbal – excellent communication skills and an ability to communicate appropriately and accurately is an absolute necessity in this role.
- Proficient in Microsoft Outlook and Word.
- Knowledge of the EMS room booking system is desirable.
- Ability to prioritise workload and use initiative, with a “can do”, helpful and proactive attitude.
- Positive, professional and with an ability to remain calm under pressure.
- Punctual, reliable, dependable and team-orientated with a courteous, warm and hospitable nature.
- Organised and an ability to multi-task.
- A critical eye for detail.
- Be as flexible as possible when work is required outside of established business core hours.
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