Receptionist & Events Assistant (14-month Contract)

**Your Next Opportunity**
- Would you like to be a part of Canada’s leading and progressive Business Law firm? _

McMillan has an exciting opportunity as a** Receptionist & Events Assistant**with our **Calgary**Hospitality & Concierge Services team**.**This position reports to the Calgary Office Manager, in conjunction with the Supervisor, Hospitality and Concierge Services, and is responsible for assisting with the day-to-day operations of the client centre/reception and office kitchens as well as the catering and events contributing to a first-class client/visitor experience for all guests visiting our offices. This is a 14-month contract role.

**What You’ll Do**

The main responsibilities and duties of this position will include but are not limited to the following:
**Client Service**
- As overflow and daily back up to the Receptionist position at McMillan, you play a critical role in fostering a professional image and ensuring an exceptional first impression for all guests and clients of the Firm
- Responsibilities generally include ensuring effective and efficient service to internal and external clients in a welcoming, professional, client service focused environment, coordinating and communicating office activities’, handling incoming calls and firm inquiries
- Provide an exceptional level of client service at all times, proactively engaging with visitors ensuring all visitor needs are met while they are attending the firm
- Advise firm members promptly when guests arrive for meetings
- Ensure all guests/clients are registered in the Meeting and Workspace Booking System (MWBS)
- Answer all incoming calls promptly, directing callers as appropriate to the right firm member and act as a resource for general firm inquiries

**Meeting and Boardroom Management**
- You will assist with coordination of bookings in the MWBS and providing assistance to all firm members with issues/requests related to reserving meeting spaces and resources in the system.
- Monitor and be aware of all meetings taking place in the Client Centre in order to anticipate needs and proactively greet visitors on arrival.
- Provide boardroom and event support to all internal and external clients and liaise with various departments and national offices as required
- Conduct rounds of all boardrooms and guest offices to ensure that they are properly maintained with supplies and arranged to standard
- Liaise with Hospitality Assistants, AV Technicians, Facilities and other administrative departments as required

**Catering and Events Support**
- In collaboration with the Calgary Office Manager and Supervisor, Hospitality and Concierge Services and Hospitality team, you will be assisting with event coordination and logistics for both internal and external events.
- Coordinate with external caterers and agency staff, invoice management and maintenance of event statistics
- Manage all boardroom service setups and deliveries for catering and beverage cart requests
- Back up and provide break support for Hospitality and other team members on a regular basis
- Complete food safety and responsible alcohol service courses (provided by the Firm). Service of alcohol at firm events may be required
- Perform ongoing cleaning protocols and processes in accordance with established guidelines and for client boardrooms and all catering kitchens
- Maintain stock levels for all catering and staff kitchens, ordering inventory when necessary
- Be able to provide direction to agency staff
- Follow health and safety protocols for kitchen and food handling

**General Office Support**
- In conjunction with Calgary Office Manager and Hospitality team, maintain the onsite Marketing promotional inventory, preparing gifts as directed and ensuring timely fulfillment
- Maintaining the organization of department storage areas, assisting with stocking of supplies to the main kitchen, boardrooms, and serveries/work cafés/coffee stations
- Washing, polishing of dishes, silverware, glassware and caterware
- Preparation and maintenance of visitor workspaces
- Complete last-minute requests with efficiency
- Assist with all department administrative functions as required
- Provide daily back up coverage for Reception and ad hoc back up coverage for Business Centre as needed
- Provide other clerical or office support as directed

**What You Bring**
- Strong client service skills, including maintaining a personable, attentive, calm, positive and professional demeanor at all times
- Ability to take direction well and be comfortable working independently and collaboratively within a team environment
- Excellent communication/interpersonal skills both oral and written
- Demonstrates a high level of initiative and willingness to participate in training programs
- Demonstrated ability to manage multiple tasks in a composed professional manner and work effectively with other members in a team setting
- Consistently exercises good professional judgement and quick thinking to resolve u