Joy Giffen Email & Phone Number

Boston, Ma, Us

Boston, Ma, Us

Manages day-to-day office operations. Implements, upholds company and office policies and procedures. Works closely with Office Managing Partner and Regional Office Administrator on special projects and other confidential matters. Handles office communication and coordinates with relevant team members. Entrusts that all visitors both internal and external, experience the highest level of service. Conducts new hire orientations, including review of office information, emergency protocols, office assignment, security, and tours. Manages and oversees all hospitality and meeting practices. Processes office invoices, expense reports and credit card reconciliation. Maintains and updates office documentation such as floor plans, phone list and office manuals. Orchestrates local office events throughout the year to promote collaboration and build office culture. Partner with other departments on firm wide events such as Week of Service, Employment Appreciation Week, Holiday party and various networking events.

Boston, Massachusetts, United States

Manages all incoming calls and greets visitors in a professional manner. Oversees office conference room scheduler, reserves appropriate space, coordinates catering and audio visual for all events, including internal and client meetings, all business meetings, and social events. Works closely with Office Administrator on special projects, events, research, and day to day office operations. Processes office invoices, attorney expense reports, check requests, reconciles credit card charges in Chrome River. Assist Legal Practice Assistants with Attorney time entry, travel arrangements, and other administrative needs as required. Coordinates and processes local donations, contributions, and local sponsorships requests, works with the Marketing department on promotional items and advertisements. Assists with various Firm, HR and community events, Bar Association functions, Community Service days and employee events. Manages assigned attorney bar and association memberships. Conducts venue research and site selection, coordination of caterers, oversees event set up for all offsite events.

Boston, Massachusetts, United States

Welcomes clients, visitors, and vendors in a professional, courteous, and customer-focused manner. Serves as the point person for scheduling conference rooms. Coordinates with relevant team members for catering and audio visual. Manages administrative tasks such as submitting expense reports, invoices and check requests Performs other administrative tasks as needed. Processes Annual Bar and Association renewals for Partners and Associates. Communicates with building management regarding office maintenance related issues, security, and visitors. Collaborates with other departments across firm as needed.

Boston, Massachusetts, United States

Professionally handles all incoming calls into the office; ensures phone calls are redirected accordingly. Greets clients, visitors and vendors in a professional, courteous, and customer-focused manner. Schedules and coordinates daily, weekly, monthly conference room reservations and logistics including audio visual set up and catering. Assists with general administrative and clerical projects. Maintains visitor registration requests with building management through their tenant portal. Arranges for building identification badges for new hires. Coordinates after hours HVAC (Heat and Air Condition) with building management using their tenant portal. Maintains schedule for the visiting attorney’s office, including coordination with other offices. Assists Marketing Department with setting up and breaking down registration table at conferences and other events.

Facilitated event/meeting logistics including catering, audio/visual, event layout, materials, general event operations/management. Created and executed both external and internal pre and post event communications. Created post-event recaps including attendance analytics. Provided operational support to all team members, including coordinating on-site & off-site training sessions, scheduling client meetings and managing calendars. Provided office administration, including procurement, vendor management, answering telephones, maintaining office files, in house technology and assisting office visitors. Assisted with company’s social media channels.

Establish and maintain positive and effective working relationships with clients, management, sales and associates. Successfully manage operations for conferences, networking, and social events from budgeting to post-event follow-up. Effectively manage event budgets of over $75,000 annually, consistently at or under budget. Manage Salesforce data pulls, email campaigns and update records. Create post-event recaps including attendance analytics. Create, schedule, and execute all pre-and post-event communications. Create PowerPoint presentations for company meetings and manage company event calendar.AVP, Client Services Coordinator (1997 – 2002)• Supported sales director and sales team with variety of administrative duties.• Managed sales director calendar.• Coordinated and managed referral business of approximately $200,000 monthly.• Managed and coordinated client reports.• Successfully planned and coordinated company business and social events.• Coordinated group training seminars including assigning trainers and event logistics.• Responsible for “chase” to capture additional revenue and increase client usage.Workshop Coordinator (1996 – 1997) • Coordinated one- and two-day group seminars.• Assigned and coordinated trainers and event logistics.• Managed seminar inventory.• Supported sales team with administrative tasks.