White & Case

Receptionist (Guest Services Assistant) Temporary contract

Firm Summary

White & Case is an elite global law firm serving leading companies, financial institutions, and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.

With lawyers and staff operating from more than 47 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world’s key financial markets and our strengths in handling complex cross-border work.

It’s not just about our global network of offices and shared services centers; it’s the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It’s one of the reasons we attract and retain cross-border work.

Our lawyers are globally minded, enterprising, collaborative, and committed to excellence. Our people represent 90 nationalities and speak 80 languages.

Position Summary

Our Guest Services Assistant will be working as part of our Guest Services team. You will act as a host to our external and internal clients to provide a memorable experience.

You will provide an exceptional and world class reception service for our visitors. Working closely with our Audio Visual, Hospitality and Facilities team, you will coordinate all guest services and ensure the guest experience is of the highest quality.

The Guest Service Assistant should demonstrate flexibility in extending support through multi-tasking for multiple people and/or initiatives, and proactively contribute to the group/Firm’s success by actively seeking to improve working processes, anticipate needs, and take action accordingly.

Duties and Accountabilities1

• Ensure that the client (and internal W&C visitor) experience of anyone visiting our office is of the highest standard.
• Delivering high performance through client service excellence from arrival to exit.
• Act as a one stop shop for all clients and visitors to the building. Take ownership of requests and coordinate all elements of the service.
• Perform all tasks and responsibilities as per the Guest Service Standards Manual and Standard Operating Procedures.
• General Maintenance: Along with the BS team set up and breakdown of meeting rooms and ensuring rooms are clean & tidy for the next meeting; ensuring reception area and lobby is tidy and presentable.
• Catering Services/Special Events: Arrange catering and food orders for in-house client and staff meetings. Liaising with caterers and suppliers for best options and in collaboration with OOA.
• Conference Room & VC/Audio facilities: Along with the BS team assist with the co-ordination of video conference and conference call set up. Working with the OOA to liaise with the video conference support team and local IT to ensure smooth running of all video conferences and teleconferences. Review and update Room Reservation System throughout the day.
• Security: Along with the BS team maintain office security by following procedures and controlling access via the reception desk. Address security alarm issues that may occur and alert the OOA. Co-ordinate visitor arrivals, administer and issue visitor access passes and update register.
• Acting as the key stakeholder in all areas connected with the ground floor, client areas, guest offices and internal meeting rooms, taking ownership of tasks as they arise. Booking clients’ taxis, meeting room request and more when required.
• General Administration: Maintain and update Guest Services procedures manual and tracking system of procurement contacts in collaboration with Office Operations. Assist Office Operations and back of office team in General Office administration.
• General administration duties as required.
• Any other reasonable tasks as directed by the Office Operations Manager.
• Be proactive and challenge the status quo to ensure all processes and procedures are efficient, effective and relevant.

Qualifications

Skills/Experience

• Experience of working in a professional and high standard services environment.
• Solution based approach to problem solving.
• Excellent customer service skills.
• Show excellent attention to detail.
• Proficient competence in Microsoft applications (word, excel, ppt.).
• Ability to see the big picture.
• Strong time management and organizational skills, ability to stay calm under pressure when juggling multiple tasks.
• Flexible and can adapt to change in workflow requests.
• Foster good relationships with other members of the team and across the Firm.
• Fluency in English is a must, and fluency in Dutch and/or French.

Personal Characteristics / attributes

• Exceptional personal presentation.
• Articulate, pro-active and confident.
• Approachable, helpful and compassionate.
• Emotional resilience in dealing with guests and visitors.
• Discreet and diplomatic with a can-do attitude.
• Create a healthy and professional work environment and atmosphere.
• Collaborate, guide and support other team members.
• Take initiatives and responsibility for their own work.

Location & Reporting

• Location: Brussels, city centre
• This role reports to the Office Operations Manager

1The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

Primary Location

: Belgium-Brussels

Expected Workplace: Onsite

Job Posting

: Jun 2, 2025, 3:25:43 PM