Manager of Events & Conference Services

OVERVIEW

The Manager of Events & Conference Services facilitates the planning and execution of Firm events (internal) for lawyers, clients, recruits and staff.

Events include receptions, luncheons, dinners, outings, client seminars, orientation events, client development, charitable and social events.

The Manager of Events & Conference Services also promotes a professional and welcoming atmosphere for conferences, facilitators, trainers and all clients, and is responsible for enhancing the day-to-day operations of the Conference Center and overseeing all internal events.

This individual will have a passion for teamwork and collaboration across teams, a focus on hospitality, and a keen sense of detail and organization.

RESPONSIBILITIES

Events :

• Collaborates with the Associate Director of Events & Conference Services and Events Team on the planning and execution of events held in-person at the Firm, including conference room booking, menu selection, design of invitation, RSVPs, creating and managing the event in the event management software (Cvent), list management, onsite staffing, and follow-up;
• Collaborates with the Associate Director of Events & Conference Services and Events team on project management of larger events held at the Firm, including RSVPs, list management, seating plans, preparation of name-badges and support materials, audio visual, onsite staffing, and follow-up;
• Uses project management skills and tools, such as timelines, budget worksheets, agendas and event schedules to define and communicate event parameters and to ensure defined procedures are implemented for a flawless execution; and
• Provides ongoing support, including drafting event communications, organizing data, files and materials, compiling information, preparing routine and ad-hoc reports and responding to requests for assistance.

Conference Center :

• Regularly collaborates with service departments on the execution of onsite meetings and special functions (i.e., Food Service, Facilities, A / V, Security and Legal Personnel);
• Establishes routine meeting with service department managers (i.e., Food Service Director and Manager of Flik, Director of Facilities, Manager of A / V and Security);
• Meets with the requesting party for internal special functions and organizes meetings, as needed.
• Coordinates Conference Center staffing for all special functions, generates and distributes templates for major special events to all responsible parties, and maintains and distributes Master Functions list to administrative colleagues;
• Coaches, leads and motivates Conference Center team;
• Creates and maintains weekly Conference Center staffing schedule, processes Conference Center timecards and time off requests in ADP and conducts reviews for Conference Center staff members;
• Oversees daily use of the Conference Center Booking software and is responsible for manipulating and running various reports, troubleshooting, and offering training and support to Conference Center Coordinators;
• Reviews floor plans created in Visio and arranges training and refresher assignments for Conference Center staff, as needed;
• Oversees Rendezvous troubleshooting with the vendor and the Firm’s IT department;
• Exercises an understanding of the new building's capabilities to deliver seamless client experience, with a focus on optimization of function spaces, technology and resources;
• Oversees other client requests, as needed, such as ticket requests and restaurant reservations;
• Manages the Firm’s Madison Square Garden suite, including the following : ticket allocation, billing, allocation of client entertainment charges, food and beverage selections and provides analysis when necessary;
• Handles the corporate meals benefit platform, Sharebite, by working with Conference Center and other departments, as needed; and
• Performs other duties, as assigned.

QUALIFICATIONS

• Bachelor’s degree required;
• 8+ years of event planning experience, including at least 3-5 years of prior supervisory experience; Corporate or Legal experience a plus;
• Demonstrated leadership skills with strong ability to adapt to changing environments and prioritize tasks;
• Experience coordinating multiple event logistics and the understanding of what it takes to complete simultaneous events.
• This includes ownership of some events and playing a supportive role for high-profile executive supported events;
• An advanced knowledge of the hospitality or food / beverage industry, including food trends, hygiene, dietary and allergen requirements;
• Excellent communication skills, both verbal and written;
• Intermediate skills in Microsoft Office (Word, Outlook, Excel);
• Strong organizational, project and time management skills;
• A sharp eye for detail and the ability to prioritize workload when overseeing multiple projects;
• Knowledge of NY venues and vendors preferred;
• Ability to develop positive and respectful relationships with lawyers, staff and vendors of all levels to implement successful events;
• Creativity, flexibility, adaptability, excellent teamwork skills and an ability to work cross-functionally;
• Ability to work independently, meet multiple deadlines and respond well to change;
• Must maintain a professional demeanor;
• Must be articulate and client service oriented;
• Proficiency in iManage, Rendezvous, Cvent and Visio; and
• Availability to work additional hours, including evenings and weekends, as needed.

This position is located in our New York office, and currently has a hybrid work schedule, but that is subject to change.

The estimated salary range for this position is $140,000 to $160,000. The actual salary offered will be based on a wide range of factors, including relevant skills, training, experience, education, and where applicable, licensure or certification obtained.

Market and Firm factors are also considered. In addition to base salary and discretionary bonus(es), we offer a generous employee benefits package including, but not limited to, paid time off, medical, dental, vision care, 401(k) and substantial health club discounts.

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