Conference and Event Services Supervisor

Katten•New York, NY

6d•Onsite

About The Position

Katten is a full-service law firm with approximately 650 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm’s core areas of practice include corporate, financial markets and funds, restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals. Conference and Event Services Supervisor The Conference and Event Services Supervisor exercises discretion and independent judgment while working under the general direction of the Director of Office Administration in New York and according to established firm policies and procedures. The Conference and Event Services Supervisor is responsible for the management of New York Office events, reception, food services and visitor services and will work closely with Facilities, Information Technology, and Catering and functional management across departments. Essential duties are performed personally or through delegation/supervision of subordinates. Professionalism and strict confidentiality in all client and firm matters required. Essential Duties and Responsibilities include, but are not limited to, the following. Regular, 5-day a week on-site, and predictable attendance is an essential requirement of this position, including after hours, weekends and holidays, if needed. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Bachelor’s degree is preferred or equivalent combination of education and experience.
A minimum three or more years of experience in event planning or conference center management, preferably in a law firm, professional services or hospitality environment with direct supervisory experience.
Strong communication and project management experience is also preferred.
Proven leadership characteristics, including the ability to achieve results through others, manage multiple priorities and projects, handle complex relationships, and develop employees are critical.
Supervisory skills necessary in order to interact and communicate with subordinates, provide instruction/direction/training, determine work priorities, and coordinate the activities of a work team.
Ability to plan, coordinate, and direct the work of subordinate staff engaged in various professional, technical, and clerical functions.
Analytical skills requiring an aptitude for detail, precision, and logic with comprehensive office administration experience in order to conduct detailed analyses of various administrative plans, policies, and procedures fundamental to performing essential duties of the position.
Exhibit high degree of initiative and critical-thinking skills in exercising independent judgment and making decisions in a fast-paced, deadline-driven, detail-oriented work environment.
Proactive with excellent troubleshooting, problem resolution, and follow-through skills.
Outstanding interpersonal, verbal, and written communication skills required.
Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
Exceptional organizational skills including record keeping, data collection, and system information.
Ability to compile and analyze complex data and furnish concise, detailed information in report format, written correspondence, e-mail, or verbally.
Proficient skills in Microsoft Office Suite (Excel, Word, PowerPoint and Outlook), EMS (Event Management System), Maptician, Canva and has the ability to learn new systems quickly.
Ability to perform detailed mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying calculations on forms and documents, submitting expense reimbursements, and preparing and compiling statistical data for various reports and in accordance with the office budget.

Responsibilities

Oversee and support the New York reception, event planning, food services, AV and conference services teams in the delivery and execution of all external and internal events in the New York office.
Provide professional, educated, creative advice to create a successful event, ensuring the work performed meets the business needs and operations of the firm including venue approval, event format, budget adherence, etc.
Ensure the successful execution of all logistical aspects of each event.
Source vendors, request pricing for services (as needed), evaluate proposals and make recommendations to leadership on venues that will accommodate specific program needs.
Oversee and coordinate scheduling of conference rooms and event spaces through EMS (Event Management System), including a comprehensive meeting calendar ensuring optimal communication between on-site teams and meeting organizers.
Consistently deliver high standards of care during events, exceed client expectations and anticipate needs.
Initiate, design, and execute themed office-wide events that enhance employee relations, including but not limited to decor, music, graphics, and menus in collaboration with the Director of Office Administration.
Facilitate catering for meetings and events; manage invoices and chargebacks as appropriate.
Manage and assist with firm-wide milestone events held in the New York office.
Provide personnel management of assigned reception staff which includes interviewing, coordinating assignments, absenteeism coverage, training, performance evaluation, discipline, and conflict resolution.
Conduct office tours as needed, and serve as the first on-site point of contact for new hires.
Lead weekly meetings with department leaders from catering, facilities, and information technology teams to review details and answer questions regarding upcoming large meetings, conferences, and events.
Assist with administrative projects as assigned by the New York Director of Office Administration.