Hospitality & Events Assistant

Stearns Weaver Miller Weissler Alhadeff & Sitterson P A•Miami, FL

7d•Hybrid

About The Position

Stearns Weaver Miller, a commercial law firm with five offices across Florida, is currently searching for a full-time Hospitality and Events Assistant. The ideal candidate will possess excellent communication skills, is computer savvy, has an outgoing personality, and a professional, friendly demeanor. The ideal candidate works well in a collaborative, team environment, but is also resourceful, thinks outside of the box and is able to tackle projects independently. This position will be based in the Miami office, with regular travel between the Miami, Fort Lauderdale, and Coral Gables offices. Travel to other offices, including for firm seminars and events, may be required, as needed. The candidate will report to the Events Coordinator, the Marketing Director, and work directly with firm attorneys and staff in several firm departments.

Requirements

2-3 years of hospitality or event experience.
Analytical skills and exceptional organizational ability
Ability to manage time well, prioritize effectively, and handle multiple deadlines
Ability to work in both an independent and team environment
Ability to work well under pressure
Strong attention to detail and follow through
Mastery of Microsoft Suite including Word, Excel, and Outlook

Nice To Haves

Law firm experience preferred
Experience with Constant Contact, Adobe Photoshop and Illustrator, Canva, Survey Monkey is a plus
Good judgment
Flexibility to work overtime

Responsibilities

Assist with internal and external events by tracking RSVPs, preparing nametags, and supporting event setup and registration processes
Research, evaluate and liaise with potential venues and vendors for upcoming events
Organize, pack, and ship items for major events/conferences
Create weekly lunch menus for the Miami office
Prepare trial menus when an attorney is on trial
Place lunch orders for attorneys and staff, ensuring timely delivery and accuracy of orders
Compile and submit quarterly lunch cost analysis for all offices
Review, enter, and process vendor invoices in the Accounting system, ensuring accuracy and timely submission for payment
Perform regular hospitality inventory checks for the Miami and Coral Gables offices to ensure adequate supplies
Prepare quarterly inventory reports for all offices
Offer hospitality support to the Coral Gables office, addressing any specific needs or requests
Provide hands-on assistance to the Hospitality department during staff absences or when extra assistance is needed, ensuring continued operations and support
Update vendor lists for events and hospitality (restaurants, caterers, entertainment, etc.)
Track order and organize promotional item inventory to ensure we have enough for upcoming events and conferences
Update Marketing calendar with action items for major events/conferences
Schedule appointments and meetings for the marketing department