Receptionist

Role Overview

Receptionist at Gibson Dunn, a leading global law firm. Based in the Riyadh 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 that craft and deploy creative legal strategies tailored to each matter.

Role Purpose

To provide professional front-of-house and administrative support to the Riyadh office, managing reception area operations, visitor experience, communications, conference facilities, and general office administration.

Key Responsibilities

Reception & Visitor Management

• Maintain overall presentation of the reception area ensuring it is clean, tidy, and professional at all times
• Welcome visitors and direct them to appropriate rooms
• Provide guest Wi-Fi passwords when required
• Assist visitors with any special requests

Communications

• Handle incoming phone calls and direct as required using the switchboard if necessary
• Take messages and pass them on where appropriate
• Deal with voicemail messages
• Check and respond to emails

Conference & Meeting Support

• Make reservations for video and conference rooms using Room Scheduler
• Organise and set up video and conference calls when required
• Tidy conference rooms and visitor rooms after use to ensure they look presentable
• Reserve Visiting Attorney Offices (VAO) and set up necessities when required
• Request catering and beverages for meeting attendees and liaise with the catering team where necessary

Document & Mail Management

• Distribute incoming documents, correspondence, and parcels to respective staff
• Record mail in logbook or Excel where required
• Liaise and organise local couriers for outgoing documents
• Manage outgoing mail
• Check whether faxes have been received and monitor paper levels in printers

Administrative Tasks

• File, scan, photocopy, and bind documents as required
• Arrange transportation (taxi and flights) and accommodation as required
• Organise restaurants where appropriate
• Assist in any other administrative duties as assigned

Qualifications & Experience

• Strong English language skills in reading, writing, and speaking
• Experience working with Microsoft Office Professional (Word, Excel, PowerPoint, Outlook)
• Experience working with CISCO Phones
• Experience working with Room Scheduler or similar systems

Skills & Competencies

• Excellent communication and organisational skills
• Ability to use own initiative and think clearly and logically at all times
• Ability to remain calm under pressure during busy periods
• Ability to undertake multiple tasks and prioritise accordingly
• Excellent customer service skills and professionalism
• Flexible and proactive approach to work
• Professional presentation
• Good interpersonal and team skills
• Willingness to work overtime when required

Additional Information

• 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