Temporary Hospitality Assistant

Job Description Summary:

Our Silicon Valley office is seeking a Hospitality Assistant for a temporary engagement estimated at 4–6 months. This highly visible, client-facing role serves as the primary point of contact for attorneys, employees, clients, and guests visiting or calling the Firm's Silicon Valley office. The ideal candidate brings strong client service, professionalism, and excellent organizational skills to a fast-paced legal environment.
This is a 100% onsite position requiring 40 hours per week (non-exempt), with flexibility to work overtime, early mornings, evenings, or weekends as operational needs arise. The regular work schedule for this position is Monday–Friday, 9:30 AM – 6:30 PM.

Job Description:

Reception & Guest Services

• Serve as the first point of contact for attorneys, clients, employees, and guests — setting a welcoming, professional tone for the office
• Greet and assist visitors, accommodating special needs or requests with courtesy and discretion
• Screen and direct incoming calls on the Firm's main line and Facilities Hotline
• Maintain a clean, organized, and professional reception desk, lobby, and conference center at all times
• Accept and log hand-delivered items and coordinate delivery to recipients
• Greet process servers and follow Firm protocols to determine whether subpoenas may be accepted

Facilities & Operations Support

• Respond to Facilities Hotline requests and route to appropriate department personnel
• Manage loaner key fob inventory; conduct weekly inventory counts and prepare inventory reports
• Submit building maintenance requests to property management
• Schedule conference rooms and visiting attorney offices; confirm reservations and send morning re-confirmations daily
• Reserve Fenwick bicycles as requested
• Accept early morning FedEx deliveries and route to Copy/Mail personnel
• Print and deliver nightly Security Report to security and janitorial staff
• Email nightly Catering & A/V Report and Visiting Attorney Report to appropriate distribution lists
• Actively participate in the Firm's emergency response plan and serve as a first responder for onsite emergencies as needed

Catering & Events

• Arrange catering services as directed by the Hospitality & Events Supervisor
• Assist with meeting setups, breakdowns, kitchen sweeps, and conference room sweeps
• Reconcile catering invoices against billing spreadsheets and enter into Emburse for approval
• Maintain Uber Eats vouchers for remote meetings

Transportation & Vendor Services

• Arrange transportation for guests and employees as requested
• Maintain and distribute Uber voucher inventory
• Communicate with employees regarding dry cleaning delivery, car detailing services, and EV charging stations

Administrative & A/V Support

• Provide basic A/V support for last-minute requests, including PowerPoint presentations and conference call setup
• Draft Office Services announcement emails for review and approval by the Catering & Events Manager
• Provide general administrative support to other Facilities team members as needed

Desired Skills & Qualifications:

• 1+ year of prior reception, front-of-house, or customer service experience in a professional services, legal, or hospitality environment
• Exceptional interpersonal and communication skills — professional, tactful, and composed under pressure
• Strong computer proficiency, including MS Office Suite (Word, Excel, Outlook)
• Ability to manage competing priorities and shifting demands with a calm, solutions-oriented approach
• Demonstrated reliability, discretion, and a strong commitment to client service
• Ability to sit and/or stand for extended periods; lift, push, or pull up to 25 lbs
• Ability to work a flexible schedule, including overtime, early mornings, evenings, and weekends as needed
• Bachelor's degree or equivalent combination of education and experience
• Prior experience in a law firm or professional services environment
• Familiarity with Emburse, EMS, or similar facilities/expense management platforms
• Working knowledge of AI tools and platforms (e.g., Microsoft Copilot, Claude, or similar) with the ability to apply them to streamline administrative tasks such as drafting communications, summarizing information, and supporting day-to-day workflow efficiency

This role requires the ability to move throughout the office to support catering, events, and facilities functions. The Hospitality Assistant works as part of a collaborative Facilities team and reports directly to the Hospitality & Events Supervisor.

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. Except as otherwise required by law, temporary employees are generally not entitled to these benefits.

The anticipated range for this position is:

$57,000 - $77,250

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance.  Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.