Job Title: Events Coordinator
Job Responsibilities:
The Events Coordinator is entrusted with the successful delivery of in-person and virtual meetings and events within the law firm, encompassing a variety of sizes and scopes. The responsibilities include:
Meeting & Event Planning Expertise: This involves providing support for seamless, innovative, and cost-effective meeting and event planning services for both internal and client events. Key components of meeting planning include:
1. Destination, Site Selection, and RFP Development: Conducting destination, hotel, and social event research, administering the RFP process, analyzing proposals, preparing hotel and social event availability charts, conducting contract negotiations, finalizing contractual arrangements, and managing the financial aspects of all meeting components.
2. Budget Preparation & Monitoring: Preparing cost analysis and budget estimates, monitoring meeting budgets and expenses, and managing invoice and deposit payment schedules.
3. Preparation & Distribution of Communications to Attendees: Handling registration communications, websites, extensive documentation, and final details.
4. Guestroom and Registration Services: Analyzing guestroom requirements, proposing contractual room blocks, developing action plans and project timelines, managing registration for various events, preparing and analyzing registration reports, and monitoring hotel rooming lists.
5. Management of Meeting Logistics Requirements: Developing and communicating meeting specifications, coordinating food and beverage, audiovisual, telecommunications, technology, and other requirements, reviewing meeting resumes and banquet event orders, and analyzing event signage needs.
6. Social Event Logistics: Developing themes, arranging transportation, coordinating catering, entertainment, and security, preparing meeting collateral, coordinating shipments, and managing onsite events.
7. Post-Meeting Responsibilities: Reviewing and reconciling hotel invoices, tracking expenses against budget, finalizing meeting budgets and expense reports, conducting debrief meetings with hotels/vendors and internal meeting owners, and preparing best practice notes and recommendations.
Project Management: Planning, implementing, and completing project plan tasks, preparing and coordinating plans, and leading project team members to ensure deadlines are met.
Team Collaboration: Working effectively with all team members to build and maintain professional relationships, enhancing teamwork and efficient service delivery.
Relationship Management: Managing relationships with internal clients and contributing to the successful management of these relationships.
Supplier Relationship Management: Cultivating and managing productive relationships with hotels and suppliers to ensure specifications are understood and met.
Contract Management: Negotiating contractual terms with hotels and vendors, implementing contracts, and ensuring all conditions are understood and met.
Budget Management: Preparing and managing budgets for meetings and events, including post-event budget reporting and seeking cost-reduction opportunities.
Department Projects: Contributing to department projects aimed at enhancing event project management guidelines and procedures.
Administrative Projects: Providing administrative support, including setting up conference calls, preparing presentations, and expense reports.
Education and Experience:
- A college degree is required, with a degree in meeting planning or marketing being a plus.
- Strong strategic meeting and event management experience is essential.
- Experience working in a law firm, professional service firm, corporate environment, or hotel is required.
- Involvement in the hotel and hospitality industry is preferred, with a passion for ongoing education in the industry.
Skills and Experience:
- Organizational & Accuracy Skills: Highly organized with strong project management skills, able to handle multiple projects and deadlines simultaneously, with outstanding accuracy and attention to detail.
- Time Management Skills: Excellent ability to multi-task, analyze, and manage multiple ongoing projects.
- Interpersonal & Communication Skills: Exceptional people management and interpersonal skills, with strong English communication abilities both verbally and in writing, and the ability to work in a multi-cultural, multi-level environment.
- Work Ethic: Confident, diplomatic, mature, with sound judgment and a strong sense of responsibility. A positive attitude is essential, even during stressful times, with high demand periods requiring extended hours.
- Budget Management: Experience in budget and financial management of meetings and events.
- Able to Work Independently: Demonstrated ability to work independently.
- Negotiation Experience: Ability to negotiate simple contracts and implement terms.
- Teamwork: Ability to work effectively with team members and assist in promoting a "one team" environment.
- Problem Solving / Conflict Management: Ability to manage conflict with diplomacy and make effective decisions.
- Analytical & Problem Solving Expertise: Excellent analytical and problem-solving skills at a senior coordinator level.
- Business Structure Know-How: Experience working in a hotel, law, or business environment, with flexibility and understanding that responsibilities may change to meet organizational needs.
- Technology: Mastery of Microsoft Office products, including Excel, with enthusiasm for technology and improving meetings with technological ideas.
Salary Information:
The text does not provide specific salary information for the Events Coordinator position.
