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.

It is important to note that this role has a requirement to work onsite in the Calgary office at all times. This role will provide support to firm members both onsite and remotely, but the successful candidate will always work from the Calgary office.

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 unexpected matters
• Proficient use of phones technology, Microsoft Office products, including Outlook, MS Word, Excel and PowerPoint as well as McMillan (MWBS) Boardroom Booking System
• Able to independently operate all standard audio-visual equipment in the boardrooms
• Flexibility to work overtime or irregular hours to accommodate meetings and special events
• Ability to lift up to 15 pounds

McMillan Offers You

Growth

Mentorship and Support

Training as Software Evolves

Commensurate Compensation and Benefits Package

Fun Work Environment

McMillan = You

Inclusion and diversity are essential elements of our culture at McMillan which coincides with our core values of respect, teamwork, commitment, client service and professional excellence. We are extremely proud to be one of Canada’s Top Employers for Young People five years in a row.

At McMillan, we know we will achieve the most success by attracting and retaining the best talent, and by representing and supporting communities from which we draw our members, the communities in which we live and work and the communities to which we provide legal services.

We are a law firm that prides itself in sustained quality and excellence in service while fostering a positive and collegial work environment which nurtures mentoring inspires enthusiasm and professional excellence. We commit to putting our best efforts forward in achieving our goals, and the goals of our clients. You can help us in that journey!

Need another reason to consider McMillan? Let’s work together to help you achieve your professional goals and career development.

Let’s get started

If this position is you, and you reside in or around the Calgary area, we look forward to hearing from you. We like cover letters too so don’t forget to include one along with your resume when you click on the Apply Now button.

McMillan is committed to providing accommodation for applicants with disabilities in its recruitment processes. If you require accommodation at any time during the recruitment process, please email us or contact us at 1.888.622.4624 to submit your accommodation request.

McMillan LLP is committed to fostering a culture of inclusion and diversity. We respect and embrace the unique backgrounds, perspectives and experiences of individuals at all levels of the firm. This enables us to provide innovative client service, contribute fully to our communities and advance our firm’s values.