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Boardroom Attendant

4 months ago

Calgary, Canada Dentons Full time

Dentons is designed to be different. Our firm leads the way in a rapidly changing legal marketplace. We challenge the status quo and deliver consistent results as well as uncompromising quality and value to our clients. Our global presence is renowned as a firm with over 21,000 individuals in more than 200 offices serving clients across 80+ countries.  

 

Dentons Canada is committed to its people and communities. We are consistently recognized as an employer of choice having received numerous awards including being selected as one of Canada’s Top 100 Employers (2024); Canada’s Top Employers for Young People (2024); Alberta Top 80 Employers (2024), and Canada’s Best Diversity Employers (2023).

 

This role is an opportunity for you to join the world’s largest law firm, a firm that offers opportunities to build your career while growing your skills and deepening your expertise.


SUMMARY

 

The Boardroom Attendant is responsible for providing exceptional customer service to both internal and external clients in addition to supporting a variety of internal & external events and meetings. The Boardroom Attendant is responsible for delivering consistently high standards of maintenance of for all office common areas including kitchens, lounge, meeting spaces and touchdown stations. 
 

RESPONSIBILITIES

  • Maintain inventory and place orders for items that are low in stock
  • Unload deliveries and replenish coffee station supplies
  • Ensure coffee station and lounge cleanliness on a routine basis including unloading/loading the dishwashers
  • Prepare meeting rooms for clients and guests, including meals, beverages, supplies (i.e. tissue, pens) etc. 
  • Clean all meeting rooms following the conclusion of each meeting
  • Ensure Touchdown station cleanliness/readiness prior to assigning guests, and post-use maintenance
  • Maintain and stock the servery kitchen with all necessary supplies
  • Routine cleaning of fridges and microwaves on all office floors
  • Source a core list of innovative, diverse, quality food and beverage vendors 
  • Request catering quotes and provide recommendations on the most economical choices to match the event
  • Support the organizing of routine firm events and catering requirements, in partnership with Internal Operations and Events Coordinator, and/or Client Development teams, and other stakeholders
  • Assist Social Committee with event research and preparation (i.e., quotes, ideas) 
  • Monitor trends within the hospitality industry and make suggestions based on recent findings
  • Efficient and professional event set-up, decoration, maintenance and take down services
  • Submit invoices to accounting for payment 
  • Adhere to hospitality GL’s and budgets
  • Prepare and submit within the required format all annual budgetary information and updates as required
  • Research and present findings when ordering coffee station machines/supplies and coordinating the installation of selected equipment and scheduling of coffee machine maintenance 
  • Proactively plan schedules on a weekly basis and adjust on a daily basis – adapting start/end times where required to ensure seamless client and internal events support and experience
  • Prepare event summaries for future reference and best practice recordkeeping 
  • Ensure accurate and timely submission of all reports and administrative work
  • Provide professional, friendly, and concise reception coverage when needed to accommodate any staff shortages, lunches, and other periods, which include:
    • Greet clients and visitors in a friendly and professional manner 
    • Answer phone calls / emails and route inquires to the appropriate individuals
    • Book meeting rooms on Meeting Room Manager (MRM) including meals, beverages etc. 
    • Offer refreshment to clients and visitors while they wait, maintain a tidy reception and client waiting area, organize newspapers, etc.  
    • Assist staff members with other tasks as may be required, i.e., reporting, data entry, administrative duties
    • Participate in the Firm's Emergency Response and security procedures (fire warden, first aid)
    • Assisting other office services teams on occasion, as required
    • Other duties as assigned


REQUIREMENTS

 

  • Minimum two (2) years experience in a similar role
  • Ability to schedule and prioritize to meet conflicting needs
  • Strong time management and attention to detail skills
  • Moderate proficiency in Microsoft Word, Outlook email and scheduling, Excel 
  • Ability to express ideas clearly in both written and oral communications 
  • Ability to walk and stand for long periods, and lift up to fifty (50) pounds occasionally
  • Emotional Intelligence skills, such as service orientation, conflict resolution, social perceptiveness, coordination and negotiation
  • Ability to interpret client needs and implement new strategies to improve the operations of Reception and Hospitality
  • Ability to build and maintain lasting relationships with corporate departments, key business partners, and customers
  • Ability to create attractive room and table décor for events 
  • Proserv Liquor Staff Training an asset

 

We thank all applicants for their interest, however, only those selected for an interview will be contacted. 

 

At Dentons we are committed to offering equitable and competitive pay, we achieve this by aligning internal salary ranges for specific roles to similar positions in the external market. In the normal course, our practice is to hire, transfer and promote employees within the entry part of our range, adjusting as needed based on the prior experience, skills and competencies required for the role along with any market differentials. 
 
Recognizing our exceptional talent means providing a comprehensive total rewards package beyond a competitive salary. We have curated our employee benefits portfolio to offer inclusive and comprehensive wellbeing and developmental programs for our people. With extended benefits and mental health plans, paid time off, savings plans, fitness subsidy, parental leave top up and more, our benefits are flexible, aligned to our core values and supports the various needs of our people. Additionally, our personal and professional development programs include people networks, mentorships, and leadership series programming to help people grow their career. 

Note: Availability of the benefits and perks may be subject to your location and employment type and may have certain eligibility requirements. Dentons reserves the right to alter these programs and offerings in whole or in part at any time without advance notice.


 

 

 

Equal Opportunity Statement

At Dentons Canada, inclusion, diversity and equity (ID&E) are not just ancillary values, they are foundational to our business. We believe that ID&E is essential to the shared success of our team and our clients. Our forward-thinking and inclusive culture supports the professional development of all our people, enhances the leading services we offer to our clients, and informs our commitment to make a positive impact in the communities where we live and work. As a testament to our commitment to ID&E, we have been recognized as one of Canada’s Best Diversity Employer’s for 12 consecutive years (2011-2022), as well as one of Canada’s Top Employers for Young People (2022) for the fifth time.

Dentons Canada is an equal opportunity employer and we welcome your application. All employment decisions, including hiring, will be made without regard to age, ancestry, citizenship, colour, creed, disability, ethnic origin, family status, gender assigned at birth, gender identity, marital status, place of origin, race, sexual orientation or any other characteristic protected by applicable human rights legislation.

We are committed to providing you with an inclusive, barrier-free and accessible workplace to support your success. Should you require accommodation during the recruitment process, for example as a result of a disability, please contact us at careers.canada@dentons.com.