Catering Assistant

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.

Based in Dallas, you will be a Catering Assistant. In conjunction with the Receptionist, the Catering Assistant is responsible for taking and managing conference room reservations utilizing the Firm’s conference room software Room Scheduler/EMS. The Catering Assistant is responsible for an office consisting of ten (10) conference rooms, with a total seating capacity of 135 people.  An internal catering kitchen is housed within the office.

The primary responsibilities of the Catering Assistant include, but are not limited to, the scheduling and preparation of conference rooms for meetings and/or special events, ordering refreshments and/or meals, and replenishing/refreshing beverage service during meetings.  The Catering Assistant is expected to remain on-call during meetings to assist with any requests from within, clean up conference rooms after meetings, stock conference room credenzas and other storage areas with office supplies, arrange for set-up and audio visual equipment as required, and assist in preparation of handouts and other materials for meetings as requested.

The Catering Assistant is also responsible for ordering meals for all meetings, stocking, maintaining and cleaning the employee lunchroom and satellite coffee rooms.  This requires ordering and maintaining appropriate inventory, daily loading/unloading of dishwashers and cleaning of microwaves, coffee machines and soda machines, and weekly cleaning of refrigerators.  Ensure regular maintenance of espresso machine.  Check CO2 and syrups in soda machines frequently throughout the day.

Additionally, the Catering Assistant will provide backup coverage at the Reception Desk during scheduled breaks, lunches and as needed.

Responsibilities include:

• Maintaining clean and organized conference rooms while exhibiting a high level of detail.
• Working with clients (internal and external, as directed) to select appropriate menus for catering business meetings and social events inside the office.
• Providing services outside the office such as when a Firm event is taking place at an alternate venue.
• Negotiating with caterers and delivery services on favorable rates, in accordance with Firm standards (coordinate with Procurement).
• Being accountable for orders placed and work with clients and use Outlook/RSVP invitations to avoid over ordering.
• Reviewing all invoices and preparing check requests for payment.
• Assisting with finding new catering vendors and setting up tastings.
• Participating in cross training colleagues on the Office Services team to create back-up support when on break and out of the office.
• Ordering break room and pantry items, arranging delivery and stock in secure area including wine and beer inventory.
• Working collaboratively with IS staff and facilities to ensure conference room/meeting experience consistently meets expectations.

• A minimum of three years’ experience working in law firm, restaurant, or hotel catering, events or in a similar role in a professional services firm.
• Must have a High School Diploma.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint and Outlook).
• Familiar with online ordering (using diningin.com and others) and experience with conference room databases.
• Demonstrated skills and experience in menu selections and with ordering food.

Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.

Compensation & Benefits:
The annual compensation range for this position is $38-46k. The salary offered within this range will depend upon qualifications and other operational considerations.
Benefits offered for this position include health care; retirement benefits; paid days off, including sick time, and vacation time; parental leave; basic life insurance; Flexible Spending Accounts; as well as discretionary, performance-based bonuses.