Administrative Specialist Onsite

Firm Information

Reed Smith is a dynamic international law firm dedicated to helping clients move their businesses forward. With an inclusive culture and innovative mindset, we deliver smarter, more creative legal services that drive better outcomes for our clients. Our deep industry knowledge, long-standing relationships and collaborative structure make us the go‑to partner for complex disputes, transactions and regulatory matters.

Our team of 3,000 people (including more than 1,600 lawyers) across more than 30 offices in the United States, Europe, the Middle East and Asia, operate as one global partnership to drive progress for our clients, for ourselves and for our communities.

This position is responsible for greeting clients, visitors and personnel in the Dallas office. Monitors conference center during office hours, responsible for booking visitor offices, conference rooms and assisting with meeting/event coordination, and performs administrative tasks for clients and visitors as needed.

• Reception, Lobby Services and General Hospitality.
• Create and maintain a welcoming environment by greeting and assisting firm visitors and personnel in the conference center.
• Answer internal and externa calls and direct them to the appropriate Reed Smith personnel.
• Follow established procedures with regards to both expected and unexpected arrivals.
• Assign visitor offices to visiting personnel.
• Maintain visitor records, enter visitor information into building management’s visitor system (if applicable) and announce visitors upon arrival.
• Distribute and collect access cards.
• Handle transportation requests for visitors and personnel.
• Schedule meetings and book Conference Rooms as needed.
• Make conference room reservations via EMS scheduler system.
• Ensure IT and catering are set‑up as requested.
• Manage conference room reservations and elevate scheduling conflicts as needed to appropriate supervisory staff personnel.
• Advise appropriate staff members of changes in meeting room status, special requests, etc.
• Proactively track conference room usage to ensure rooms are set‑up and cleaned up before and after use.
• Assist with meeting and event coordination to include placing catering orders, providing guest lists to building security, greeting guests upon arrival, assisting with food and beverage set‑up and clean up.
• Summarize event details for Office Services and event coordinators.
• Facilities Services
• Submit maintenance requests into building management’s system and track completion, to include communicating with reporting personnel.
• Conduct daily walk‑through of the lobby and conference room space to ensure safe, clean, and organized facilities and report issues/repairs to Office Services Supervisor or other appropriate personnel.
• Understand office emergency procedures and serve as floor warden for individuals in the conference center in the event of an emergency.
• Make effective use of the conference room management/reservation systems.
• Scan mail and email recipients’ documents, such as the floor map, phone list, preparing weekly newsletter and daily/weekly meeting schedule report for office managing partner.
• Perform general office administrative tasks such as preparing check requests and expense reports for business center completion, creating word documents, spread sheets and signage.
• Other duties as assigned.

Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.

Education: Minimum requirement - high school diploma.

Experience: Two years’ work experience in a business or professional services environment.

• Excellent communication, spelling and grammar skills.
• Ability to type accurately, articulate clearly, both orally and in writing.
• Ability to present self in a professional manner in person and over the telephone.
• Working knowledge of Microsoft office.

Supervisory Responsibilities: None.

Equipment To Be Used: Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner,…