Receptionist

Role Overview

Receptionist at Gibson Dunn, a leading global law firm. Location: Abu Dhabi office. Reports to the Operations Manager.

Company Overview

Gibson Dunn is a leading global law firm advising clients on significant transactions and disputes. The firm's work is distinguished by a unique combination of precision and vision, with exceptional teams crafting and deploying creative legal strategies tailored to every matter.

Role Purpose

Manage the reception area and front-office operations to create a professional, welcoming environment for visitors and staff. Handle communications, visitor services, room coordination, and administrative support across the office.

Key Responsibilities

Reception & Communications

• Maintain the overall presentation of the reception area, ensuring it is clean, tidy, and professionally maintained.
• Handle incoming phone calls and direct them as required via the switchboard where necessary.
• Take messages and pass them on where appropriate.
• Monitor voicemail.

Visitor Services

• Welcome visitors and show them to appropriate conference rooms.
• Manage visitor office requests and set up necessary facilities as required.
• Tidy conference and visitor rooms after use and ensure they remain presentable.

Room & Facility Coordination

• Make reservations for video and conference rooms using the booking system.
• Organise and set up video and conference calls when required.
• Prepare catering and beverages for meeting attendees.

Document & Mail Management

• Liaise with and organise local couriers for outgoing documents.
• Manage outgoing mail.
• Distribute incoming documents, correspondence, and parcels to the relevant person.
• Record mail in the logbook or Excel where required.

Administrative Support

• Undertake administrative tasks such as filing, scanning, photocopying, and binding documents as required.
• Arrange transportation (taxis and flights) as required.
• Arrange accommodation as required.
• Organise restaurant bookings.
• Process invoices and expenses.
• Assist with any other office administration duties as assigned.

Qualifications & Experience

• Strong English language skills in reading, writing, and speaking.
• Experience working with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience operating video conferencing equipment.
• Experience using iManage and Emburse or similar systems.

Skills & Competencies

• Excellent communication and organisational skills.
• Excellent customer service skills and professionalism.
• Ability to use own initiative and remain calm under pressure during busy periods.
• Ability to undertake multiple tasks and prioritise accordingly.
• Flexible and proactive approach to work.
• Good interpersonal and team skills.

Additional Information

• Willingness to work overtime when required.
• Gibson Dunn will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of local law.
• Gibson Dunn is committed to ensuring equal employment opportunities for all qualified applicants, including individuals with disabilities and will provide reasonable accommodations to qualified individuals with disabilities to enable participation in the application and recruitment process, unless doing so would impose undue hardship in accordance with applicable laws and regulations.