Manager, Meeting and Events

Paul Hastings•New York, NY

7d•$116,000 - $160,000•Onsite

About The Position

We have an opening for a Manager, Meeting and Events. The Manager, Meetings and Events leads, coordinates, and manages the planning and execution of internal office meetings and events, across various size and scope, for Paul Hastings’ New York Office. This role is responsible for managing all aspects of event logistics, budgeting, vendor coordination, attendee experience, and on-site execution while ensuring events align with the firm’s culture, business objectives, and professional standards. The Manager, Meetings and Events works under the direction of the Director of Business Operations and with internal and external clients throughout the event planning cycle to ensure a first-class experience.

Requirements

Bachelor’s degree in Event Management, Hospitality, or related field preferred; or similar business management degree
A minimum of 7 years of progressive meeting/events planning experience
At least 2 years of supervisory experience
Related experience in a law firm or corporate environment is strongly preferred
Possess effective communication, collaboration, client service skills and ability to build and maintain effective working relationships with all levels of the firm
Ability to think strategically and lead change
Self-motivated, a strong influencer and negotiator with demonstrated ability to assess situations, collaborate across the organization, make timely decisions, and communicate these decisions clearly and concisely
Must exhibit high energy, enthusiasm, positive attitude and poise; be articulate and confident
Must be initiative-taking and resourceful creative problem-solver with strong organizational, time management and planning skills and be able to successfully manage multiple projects in a fast-paced environment
Demonstrated ability to multi-task, set priorities and meet multiple deadlines in a fast-paced environment; the ability to follow-up and follow through
Budgetary preparation/ compliance accountability
Strong Microsoft Excel and Word skills
Self-driven individual with proven ability to establish strong working relationships with internal and external teams and enjoy working in a team environment but also can work independently
Strict attention to detail; work well under pressure while meeting tight deadlines and adjust to changing priorities

Responsibilities

Lead and facilitate local office internal and firmwide meetings and events to support the effective facilitation of firm initiatives and platforms. May include providing support to partner meetings, practice group retreats, firmwide meetings and town halls, staff appreciation events, holiday celebrations and corporate and social responsibility events and annual partner meeting support.
Meet with clients (internal and external) to discuss vision of the event and participate in client walkthroughs of the space.
Develop event timelines, run-of-show documents, and communication plans.
Manage the pre and post event registration process, including organizing tracking, sharing event RSVP lists, and updating post event attendee lists. Work with internal firm resources and programs where applicable to manage online event registration websites and email communications.
Coordination of meeting and event planning, by collaborating with key firm resources regarding catering needs, audio visual, technology, transportation, and other related requirements.
Serve in an onsite event production capacity for all needs related to onsite support including registration table staffing, coordination with on-site AV vendors, etc.
Finalize all event floor plans; coordinate with the facility and setup teams for proper set up.
Create and oversee event budgets, ensuring cost-effective practices while maintaining high standards.
Collaborate with firm procurement team to negotiate pricing and contracts with event vendors.
Ensure compliance with firm procurement, travel and reimbursement policies.
Coordinate invoice processing, budget reconciliation and post event reporting.
Oversee meeting details and assign tasks to team members and internal resources.
Assist Director of Business Operations with special projects relating to office events, meetings, and client events.
Works with internal stakeholders to identify needs, provide recommendations, adjustments, and advice as needed to ensure successful implementation of event planning.
Work beyond scheduled hours as required.

Benefits

Medical
Dental
Vision
Life/AD&D
Long Term Care
Short- and Long-Term Disability
Flexible Spending Accounts
Health Savings Account
Healthcare Concierge and Advocacy
Lifestyle Spending Account
Voluntary 401(k) Plan
Profit Sharing
10 Paid Holidays per year
Generous PTO Program
Paid Parental Leave
Fertility Benefits
Breast Milk Shipping
Back-up Child Care
Elder Care
Tutoring
Wellbeing programs (Employee Assistance Program, Relationship Support, Mental Health, Menopause and Midlife Health and Well-Being Events)
Retirement Plan Consulting
Anniversary Bonus Program
Professional Development Programs
Transportation and Commuter Benefits
International Travel Insurance
Critical Illness, Hospital Indemnity and Accident Insurance
Auto/Home/Pet Insurance
Prepaid Legal Insurance
Employee Discounts