Conference Coordinator

Considine Search; Washington (District of Columbia); On-site; USD 65,000 - 75,000; Full time

Job summary

Considine Search is seeking a Reception and Conference Center Administrative Assistant for our Washington, DC office. The role involves front-desk coverage, visitor greeting, conference room coordination, and general office administration under the DC Office Manager.

You will support client intake, document prep, and coordination of meetings, while maintaining confidentiality and delivering excellent customer service in a fast-paced environment.

Qualifications

• The candidate should have at least 2 years of receptionist experience.
• Proficient in MS Word, Outlook, and Excel.
• Strong communication, attention to detail, and organization.
• Confidentiality and professional discretion are required.
• Flexible, team-oriented, and capable of handling shifting priorities.

Responsibilities

• Serve as receptionist and manage front desk and conference center.
• Greet clients, register guests, and maintain a professional atmosphere.
• Provide backup coverage for NY Office receptionist responsibilities.
• Coordinate meeting and conference room bookings and videoconference setups.
• Generate monthly reports on conference center usage and maintain facilities.
• Handle courier requests, mail, packages, and office correspondence.
• Coordinate building services and office logistics.
• Support DC Office Manager and Executive Assistant with calendars and docs.
• Assist with engagement letters and client materials proofreading.
• Assist with client intake, document review, and redlining using comparison software.
• Deliver excellent customer service and follow up on inquiries.
• Provide backup coverage for the Office Services Coordinator as needed.

Job description

Reception and Conference Center Administrative Assistant

Washington, DC

Premier, boutique, litigation law firm is seeking a Receptionist and Conference Center Administrative Assistant for their Washington DC office. The person in this role will serve as an onsite Office Administration resource in their Washington, DC office. Duties include front-desk coverage, visitor and call assistance, reception area upkeep, managing the master schedule, coordinating meetings and conference rooms, providing administrative support, and performing additional tasks as assigned by the DC Office Manager.

The firm brings together a high-stakes, cutting-edge litigation practice serving clients across a wide range of practice areas, including commercial litigation, white-collar criminal defense and internal investigations, employment and discrimination, and complex regulatory and securities matters. The firm has also built a pioneering public interest practice geared to the great and urgent challenges of our time.

Since their founding, they have achieved tremendous success and growth and seek motivated and talented professionals to join their team.

Responsibilities

• Primary duties include serving as receptionist and efficiently managing the front desk and conference center.
• Greet and register clients and guests of the firm, cultivating a warm and professional atmosphere.
• Provide backup coverage for the NY Office Receptionist including answering, screening, and transferring calls, and handling voicemails.
• Manage meeting and conference room bookings (internal and external), coordinating videoconference setups, and assisting with catering events.
• Generate monthly conference center reports, track meeting usage, and maintain conference rooms, lobby, and pantries.
• Manage courier requests, shipping, receiving, and correspondence (emails, mail, packages), ensuring proper preparation and postage.
• Coordinate building services and amenities.
• Provide backup administrative support to DC Office Manager and Executive Assistant, including calendar management, meeting coordination, document preparation, and office logistics.
• Support proofreading, formatting, and preparation of engagement letters and client materials.
• Assist with client and new matter intake and documentation, review and redline documents, and use comparison software for accuracy.
• Deliver excellent customer service, respond to inquiries, and follow up to ensure satisfaction.
• Provide backup coverage for the Office Services Coordinator during periods of absences and times of high-volume activity.

Qualifications

The successful candidate will have a combination of employment, educational, and life experience that demonstrates the qualities and skills below:

• Experience, Knowledge, and Skills: Two or more year(s) of receptionist experience preferred. Proficient computer skills including knowledge of MS Word, Outlook, and Excel.
• Clear Communication and Attention to Detail: You express yourself clearly and concisely, always highlighting the most important information. You show great accuracy, attention to detail and good organizational skills. You proactively communicate the status of your work and share updates with colleagues when necessary. You ensure that your work is mistake free.
• Confidentiality: You must be able to adhere to Firm policies regarding the protection of confidential data and demonstrate sensitivity to (and good judgment in connection with) confidential attorney, personnel, and Firm matters.
• Flexibility: You are versatile and able to respond quickly and positively to shifting demands and opportunities. You are comfortable in an environment where your responsibilities may vary from day to day. You demonstrate a "no job too big, no job too small" attitude, and take a collaborative, team- focused approach to rejuggling priorities and contributing to Firm tasks.
• Ownership, Initiative, and Teamwork: You take ownership of your projects and follow through on their completion. You proactively anticipate, communicate, and work to independently resolve obstacles you encounter in your work. You possess a strong customer-service orientation and ability to work well within a team and are able to establish and maintain strong working relationships with employees, clients, and professionals.
• Organization and Project Management: You are comfortable balancing tasks of varying levels of urgency and complexity and work well under pressure with tight deadlines.
• Mission Orientation: You are enthusiastic and passionate about our commitment to civil rights and public interest law. You thrive when your work is connected to purpose.

In addition, the successful candidate will be based in the Washington, DC area or willing to relocate and will be available to work 9:00am-6:00pm. Monday through Friday. This is not a hybrid position.

The firm is committed to fostering a workplace in which individuals from all backgrounds are welcomed, treated with respect, and given every opportunity to contribute, develop, lead, and reach their highest potential. As an equal opportunity employer, it is the Firm’s policy to ensure all employment decisions are made without discrimination based on race, color, religion or religious belief, sex, sexual orientation, gender identity/expression, national origin, immigration or citizenship status, disability, age, military or veteran status, marital status or civil partnership status, pregnancy or related medical conditions, or any other basis protected by federal, state or local civil rights law, ordinance or regulation. This policy applies to recruiting, hiring, placement, leaves of absence, compensation and all other terms and conditions of employment. The firm provides reasonable accommodation to qualified individuals with a disability in compliance with applicable laws and regulations. Please note that applicants must be authorized to work in the United States. All qualified applicants are encouraged to apply.

Compensation

The expected base salary for this role ranges from $65,000.00-$75,000.00, plus overtime and bonus and is dependent on experience.