Receptionist

About the role

Based in New York, the Receptionist will be the first interaction that a client or guest has when visiting the firm and is responsible for ensuring that the guest is greeted in a warm and inviting manner. Each Receptionist plays an integral role in the execution of a concierge‑level experience for clients and guests. This role reports to the Director of Administration.

Responsibilities

• Welcoming clients, visitors, Gibson Dunn attorneys and staff, ensuring a seamless arrival experience by delivering exceptional customer service and providing information and guidance on office services, amenities, workplace resources, and available support.
• Answering and directing incoming calls, emails, and reception inquiries.
• Assisting firm employees and visitors by providing information and guidance on office services, amenities, workplace resources, and available support.
• Maintaining a professional, courteous demeanor and upholding the firm's standards for appearance and conduct when interacting with internal and external clients.
• Pre-registering guests with Building Security, anticipating arrivals, and ensuring an efficient check-in process.
• Maintaining workplace security by monitoring visitor access, authorizing unregistered guests as appropriate, and reporting unauthorized visitors to Building Security or management.
• Running and distributing reports that support the operations of our Reception, Conference Center, and Flexible Workspace programs.
• Providing coverage for all Reception locations, including the main reception desk, Conference Center, and Flexible Workspace reception areas, while responding to miscellaneous requests from clients, attorneys, and staff.
• Booking and managing conference room and Flexible Workspace reservations using the firm's reservation system, adjusting and prioritizing reservations to accommodate business and seating needs.
• Monitoring conference room and Flex office utilization, resolving scheduling conflicts, and proactively identifying solutions to accommodate business and client needs.
• Preparing and resetting Flexible Workspace offices between reservations, ensuring workspaces are clean, organized, stocked with office supplies and refreshments, and equipped with appropriate nameplates and signage.
• Developing strong working relationships with attorneys and staff to anticipate workspace and service needs.
• Arranging car service for clients and attorneys upon request.