Manager, Event Planning & Conference Services

Goodwin Procter•Boston, MA

9d•Hybrid

About The Position

Join Goodwin’s Global Operations Team, and make a real impact on a global scale. At Goodwin, we work with some of the world’s most successful and innovative investors, entrepreneurs and disruptors in the life sciences, private equity, real estate, technology and financial industries, and where they converge. As part of the Global Operations Team – all business professionals at the firm – you’ll collaborate with colleagues from varied backgrounds and experiences, fostering an environment where cross-functional learning, networking, and collaboration are at the core of what we do. Here, we’re not just supporting a law firm; we’re partnering with attorneys and clients to deliver cutting-edge solutions in high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions. Our commitment to integrity, ingenuity, agility, and ambition drives us, and we’re proud to have been recognised as the “Best Business Team” by The American Lawyer. This is your opportunity to grow professionally in a dynamic, global environment, surrounded by forward-thinking peers. The Manager, Conference Services & Event Planning (Manager) is a leader of the Conference Services and Event Planning function in the New England region. This role will collaborate with other team members and departments on firm-wide programs and strategic event processes that will further the goals of the firm as a whole. Such initiatives may involve planning meetings and events virtually or outside of the greater Boston area. The Manager is responsible for operational and logistical functions to ensure each program is successful, cost-effective and delivered efficiently.

Requirements

BA, BS or equivalent
10+ years of food & beverage and event planning experience
High degree of accuracy and excellent attention to detail
Strong project management skills
Ability to interact professionally at all levels, both internally and externally
Strong written and verbal communication skills
Ability to manage multiple assignments and meet hard deadlines
Must be able to remain calm under pressure, and at times make decisions quickly, with maturity and good judgement
Proficient in Microsoft Outlook, Word, and Excel

Nice To Haves

Familiarity with Accruent EMS, Dynamics and/or CVENT preferred

Responsibilities

Manage and execute all aspects of firm, client and other events in Goodwin’s Boston Office Conference Center and off-site in the Boston region and surrounding areas. These functions may include firm retreats, client functions, meetings, employee social events, leadership initiatives, and various other programs for the firm.
Serve as primary contact for internal and external clients regarding their needs and expectations for a successful program
Provide professional guidance on all aspects of each event to ensure it meets the business needs of the firm
Research and manage vendors to ensure the success of all programs and events (caterers, rental companies, hotels, destination management companies, audio/visual companies, etc.)
Obtain proposals and guide internal clients in the adherence to budgets
Negotiate all vendor contracts and navigate them through firm approval systems
Serve as project manager to ensure the successful implementation of all aspects of the program by relevant firm departments.
Execute logistical aspects of the event planning
Oversee events on-site as needed to manage set-up, execution, and wrap-up of event. Direct vendors and/or staff on last-minute challenges that may arise.
Ensure sufficient staffing for the event by coordinating with vendors and/or firm departments
Maintain event history and prepare post-event function recaps for budgetary purposes and the success of future programs
Manage the invoice review and payment processing for all events
Ensure consistency of Goodwin style and best practices
Develop and display a full understanding of firm culture, leadership preferences and department processes
Develop an in-depth knowledge of Boston caterers, event venues, and other related vendors and establish relationships with contacts at these companies
Act as a resource on these vendors to colleagues firmwide
Partner with other Event Team leaders in the planning and execution of firm-wide, flagship events such as global group retreats, leadership events, alumni/retirement functions, marquee client events and the annual Partner Retreat.
Manage and execute integral pieces of the event production. All of these require an advanced level of expertise in event execution, knowledge of firm processes and experience with firm software tools like EMS, Dynamics, and CVENT.
Research and take part in networking opportunities to expand knowledge of the hospitality industry in Boston and beyond and to broaden personal contacts in the industry.
Assist with creation of processes surrounding the conference services and event planning process
Manage other event-related tasks, and/or events in other regions as required.