Office Operations and Event Specialist

• Oversee and act as point of contact for issues related to office/facilities maintenance, office furniture moves, and community space supplies 
• Maintain a collaborative relationship, and act as liaison with, building management group for building-related issues including security, parking garage and general work orders and maintenance requests 
• Work with and maintain positive relationships with office and firmwide departments, vendors, and community contacts 
• Oversee local emergency preparedness plans and updates; including assessment and maintenance of CPR training/certifications, AED equipment, emergency evacuation kits, and assignment of floor wardens 
• Open the office daily at 7:30am or arrange alternate coverage as needed (unlocking doors, unloading dishwasher, preparing conference rooms, starting coffee, etc.) 
• Greet guests and visitors warmly, making them feel welcome and comfortable 
• Assist AV team and Office Services Assistant in setting up and facilitating video conferencing and depositions; provide real-time logistical and hospitality support for all in-office meetings 
• Maintain clean and organized appearances of reception area, visitor offices, conference rooms and kitchens, ensuring all are consistently stocked and ready for use 
• Manage the office and workstation onboarding setup process for attorneys and staff; facilitate internal moves according to business needs by working directly with the Office Services Assistant and Office Administrator 
• Work closely with Human Resources, Practice Management (as necessary), and the Office Administrator to coordinate onboarding and integration for new employees; including but not limited to orientation meeting schedules, welcome gifts, and building access 
• Arrange for temporary security badges for visiting employees, guests, and vendors 
• Provide overflow support to attorneys and legal assistants as necessary for tasks including but not limited to: printing, copying, scanning, preparing binders, shipping and messenger support 

• Manage internal events and community building for Anchorage office: Design events to engage employees and build camaraderie; including the tasks listed below for external event execution. Maintain a log of internal dietary restrictions and vendor preferences
• In close collaboration with the firm’s marketing team, participate in planning and execution of all external events including the following tasks:
• Procure venue, food and beverage selection, audio-visual services, entertainment, décor and other services as needed.  Draft invitation and monitor attendance list
• Manage relationships with vendors, prepare for and direct event set-up and event break-down
• Maintain working knowledge of Anchorage area caterers, restaurants, hotels and venues; cultivate and maintain relationships with vendors
• Track firm wide events for scheduling purposes of all Anchorage events
• Keep accurate records of attendance and expenses for estimations and budget forecasting
• Negotiate and manage vendor contracts.  Create budgets and analyze cost projections for all events; execute event adhering to budget projections.  Review invoices for accuracy and ensure timely payment
• Attend events as required, occasionally outside of regular work hours; maintain a flexible schedule to attend to last-minute requests and plan short notice events

• Propose and adhere to budgets for individual Anchorage office events
• Draft and monitor budgets, review and process office invoices and expenses related to support services functions, including facilities, maintenance, hospitality and office supplies, and events; process purchasing card expense reconciliations for the office 
• Process incoming client payments and route to Accounts Receivable via UPS
• Prepare and deposit IOLTA trust checks received as appropriate

• Direct new client calls to the appropriate resource based on a comprehensive knowledge of Alaska Attorney practices; refer externally as needed
• Work closely with Practice Management, Marketing, and Office Administrator to maintain and update Alaska marketing materials
• Research and make recommendations for internal process improvements, driving for efficiency
• Other duties as assigned

Join us if you have:

• 4+ years of event planning and project management experience; demonstrated abilities in implementing efficient processes and impromptu problem-solving required
• Prior professional office experience preferred
• Proficiency with Microsoft Word, Excel, Power Point, and other event management software as appropriate. (Windows OS, Microsoft Office Suite, etc.)
• Exceptional organizational, interpersonal, and customer service skills required.  Ability to handle stressful situations in a calm, composed manner while maintaining focus on the objectives at hand is required
• Demonstrated ability to be self-motivated and able to handle multiple projects simultaneously, work under pressure and meet deadlines
• High degree of initiative and creativity
• Excellent communication and interpersonal skills, including the ability to maintain effective working relationships and communicate verbally and in writing in a professional, courteous manner with clients, outside contacts, lawyers and staff
• Ability to pay close attention to detail and use resources effectively and efficiently
• Strong problem-solving skills with attention to detail and quality control are required
• Must be flexible and able to handle multiple assignments as well as adjust to shifting priorities
• Team-first and client-first mentality
• Strong troubleshooting, decision-making, follow-up, follow-through, and priority setting skills are required. Demonstrated ability to practice good judgment
• Possess a flexible approach to the work environment and regular work schedule to ensure that business needs are met both during and outside of normal business hours to ensure coverage for urgent requests and events
• Ability to work discreetly with highly confidential and sensitive information
• Ability to work independently, with minimum supervision, required

Who We Are

What’s in it For You?

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution