Job Title: Events Coordinator
Job Responsibilities:
The Events Coordinator is tasked with ensuring the successful delivery of both in-person and virtual meetings and events across the law firm. These events vary in size and scope. Key responsibilities include:
Meeting & Event Planning Expertise:
- Conduct research for destinations, hotels, and social events, and manage the Request for Proposal (RFP) process.
- Analyze proposals and prepare availability charts for hotels and social events.
- Engage in contract negotiations with hotels and social event venues, and finalize contractual arrangements.
- Manage the financial aspects of all meeting components, including budget preparation and monitoring.
- Handle the preparation and distribution of communications to attendees, including registration communications and websites.
- Oversee guestroom and registration services, manage registration for all event components, and prepare and analyze registration reports.
- Develop and communicate meeting specifications, coordinate food and beverage, audiovisual, telecommunications, and other logistical requirements.
- Organize social event logistics, including theme development, transportation, catering, event entertainment, and security.
- Prepare meeting collateral such as name badges and attendee lists, coordinate meeting shipments, and manage onsite meeting logistics.
- Post-meeting responsibilities include reviewing and reconciling invoices, tracking expenses against budgets, conducting debrief meetings, and preparing best practice notes.
Project Management:
- Plan, implement, and complete project plans, ensuring deadlines are met.
- Collaborate with the team to maintain positive professional relationships and deliver efficient services.
Relationship Management:
- Manage relationships with internal clients and contribute to supplier relationship management to ensure specifications are met.
- Negotiate with hotels and vendors to implement contractual terms and manage budgets for meetings and events.
Department Projects:
- Contribute to department projects aimed at enhancing event project management guidelines and procedures.
Administrative Projects:
- Provide administrative support, including setting up conference calls, preparing presentations, and expense reports.
Education and Experience:
- A college degree is required, with a preference for degrees in meeting planning or marketing.
- Strong strategic meeting and event management experience in a law firm, professional service firm, corporate environment, or hotel is essential.
- Experience in the hotel and hospitality industry is beneficial, with a passion for continued education in the field.
- Candidates must possess strong organizational and accuracy skills, excellent time management skills, and the ability to handle multiple projects simultaneously.
- Strong interpersonal and communication skills are necessary, including proficiency in English and prescribed business etiquette.
- A strong work ethic, confidence, diplomacy, and a positive attitude even during stressful periods are required.
- Experience in budget and financial management, negotiation, teamwork, and problem-solving is essential.
- Candidates should have a good working knowledge of Microsoft Office, particularly Excel, and an enthusiasm for technology.
Salary Information:
The text does not provide specific salary information for the Events Coordinator position.
