Legal Staff Other in Palo Alto, CA

Law Firm

Palo Alto, CA

Legal Staff Other in Palo Alto, CA

Legal Staff

3-5 yrs required

No

Job Title: Senior Coordinator, Global Meetings & Events (GMET)

Job Responsibilities:

The Senior Coordinator, Global Meetings & Events (GMET) at the law firm is tasked with ensuring the successful execution of both in-person and virtual meetings and events across the organization. This role is especially focused on supporting the West Coast offices, including key Global Industry Groups (GIG) meetings in San Francisco, and may assist with other events in North America as needed. The average attendance for these in-person meetings ranges between 20-200 participants, encompassing both lawyers and clients. Additionally, the role includes managing certain departmental projects and providing light administrative support to the Directors and Managers of the department.

Key responsibilities include:

1. Meeting & Event Planning Expertise:
- Conducting destination, hotel, and social event research.
- Administering the Request for Proposal (RFP) process.
- Analyzing proposals and negotiating contracts for hotels and social events.
- Financial management of meeting components.

2. Budget Preparation & Monitoring:
- Preparing cost analysis and budget estimates.
- Monitoring budgets and expenses and managing invoices and deposit payments.

3. Communication and Registration:
- Managing registration communications and developing websites and documentation.
- Analyzing guestroom requirements and managing room blocks and registration services.

4. Management of Meeting Logistics:
- Coordinating food, beverage, audiovisual, telecommunications, and other requirements.
- Preparing meeting collateral and managing onsite logistics.

5. Social Event Logistics:
- Developing themes, arranging transportation, catering, entertainment, and security.
- Coordinating meeting shipments and managing events onsite.

6. Post-Meeting Responsibilities:
- Reviewing and reconciling hotel invoices and tracking expenses against the budget.
- Conducting debrief meetings and preparing best practice recommendations.

7. Project Management:
- Planning, implementing, and completing project tasks, and leading team members to meet deadlines.

8. Team Collaboration:
- Building and maintaining positive professional relationships within the GMET team.

9. Relationship Management:
- Managing relationships with internal clients and suppliers, including hotels and vendors.

10. Contract Management:
- Negotiating and implementing contracts, ensuring all conditions are met.

11. Budget Management:
- Preparing and managing budgets, including post-event reporting and cost reduction efforts.

12. Department Projects:
- Contributing to projects that enhance event management guidelines and procedures.

13. Administrative Projects:
- Providing administrative support, including conference call setup and preparing presentations and reports.

Education and Experience Information:

- A college degree is required, with a preference for degrees in meeting planning or marketing.
- Strong strategic meeting and event management experience is essential.
- Experience in a law firm, professional service firm, corporate environment, or hotel is preferred.
- Involvement in the hotel and hospitality industry through associations is beneficial.

Skills and Experience:

- Highly organized with strong project management skills.
- Excellent time management and the ability to multitask.
- Strong interpersonal and communication skills.
- Experience in budget and financial management.
- Ability to work independently and negotiate contracts.
- Proficient in Microsoft Office suite, especially Excel.
- Demonstrated problem-solving and conflict management skills.
- Flexible and adaptable to changing responsibilities.

Salary Information:

This position is bonus-eligible and includes medical, dental, vision, and 401(k) benefits based on hours worked. The US base compensation is expected to be up to $100,000 annually if located in an office in California. Individual pay is determined by work location, job-related skills, experience, and education. More specific salary information is available from the recruiter during the hiring process.

Regions:

- North America

Locations:

- United States

Offices:

- Palo Alto
- San Francisco