Office Services Assistant

Job Summary

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 New York, the Office Services Assistant provides essential operational support with a primary focus on Mailroom services, ensuring the timely, accurate, and secure handling of mail, packages, and deliveries across the office. In addition, this role provides flexible coverage for the Copy Center and Facilities functions as business needs require, supporting document production, office setup, and general office services operations.

This role reports to the Facilities/Mailroom Supervisor.

**The hours for this role are Monday – Friday from 9:00 AM to 6:00 PM, and rotational Saturdays from 9:00 AM to 5:00 PM.

Responsibilities include:

Mailroom

• Receiving, processing, and sorting incoming mail and packages, ensuring timely distribution to appropriate departments and individuals.
• Processing outgoing mail, including creating shipping labels and applying postage.
• Processing incoming and outgoing UPS, Fed Ex and USPS shipments using firm approved software.
• Managing bulk mailings and coordinating with postal services.
• Making trips to the post office & FedEx office locations when necessary.
• Maintaining proficiency in the use of a postage machine and facsimile equipment.
• Coordinating with shipping vendors and courier services to ensure timely delivery.
• Preparing necessary customs documentation for international shipments.
• Monitor mailroom supplies and request replenishment as needed.
• May be required to assist with other interdepartmental tasks and ad hoc requests as needed.

Copy Center

• High-volume batch printing, scanning, binding, and document finishing.
• Creating custom tabs, labels, name tags, and tent cards
• Assembling books and binders with tabs.
• Operating and troubleshooting basic issues with copiers and finishing equipment.
• Ensuring accurate and timely completion of copy center requests in accordance with deadlines.

Facilities

• Assisting with office setup, including conference room arrangements, furniture moves, and special events.
• Responding to routine facilities requests such as office supply delivery and workspace adjustments.
• Helping to maintain orderly common areas, storage rooms, and supply areas.

Qualifications

• Well organized and able to efficiently and effectively produce accurate work product.
• Excellent customer service and communication skills, both written and verbal.
• Able to demonstrate a high level of diplomacy, professionalism and courtesy when working with internal and external clients
• Able to work independently and collaboratively as part of a team.
• Must be dependable, reliable, prioritize work and effectively manage their time in a fast-paced environment.
• Must be able to stand and walk for extended periods while performing duties and lift a maximum of 50 pounds.
• Ability to work overtime as needed, including Saturdays.

Experience

• High School diploma or equivalent.
• Prior experience in office services (mailroom, copy center, facilities), preferably in a law firm or professional services environment.
• Proficient in Microsoft Outlook, Microsoft Office, Adobe Acrobat, and batch printing applications.
• Experience working in a customer service environment.
• Familiarity with postal regulations and courier services (e.g., USPS, FedEx, UPS).

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 $52,500-$60,000. 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.

Location:

New York

Monday - Friday, 9:00 am - 6:00 pm

EEO Statement

Gibson Dunn & Crutcher LLP is committed to the principles of equal employment opportunity for all partners, employees and applicants and, in accordance with the applicable federal and state laws, does not discriminate on the basis of sex, race, creed, color, religion, matriculation or political affiliation, national origin, alienage or citizenship status, ancestry, age, marital status or partnership status, family responsibilities, disability, medical condition, personal appearance, genetic information, predisposing genetic characteristics, sexual orientation, military status, status as a victim of domestic violence, stalking and sex offenses, arrest or conviction record, or on any other basis prohibited by law.