Specialist: Conference Services Events

Mayer Brown LLP•Chicago, IL

2d•Onsite

About The Position

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.We are a collegial, collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Conference Services department in our Chicago office, as a Specialist: Conference Services Events. The Specialist: Conference Services Events is responsible for the planning, organization, and execution of internal events held onsite at the firm’s Conference Center, as well as offsite events. The Specialist is accountable for delivering high quality, large-scale, and engaging experiences in support of employee facing programs including celebrations, appreciation events, and social gatherings - as well as client meetings, conferences, and receptions. In addition, the Specialist oversees themed snack and food activations across multiple floors to enhance the employee experience while ensuring consistency, quality, and a high standard of presentation. Responsibilities also include conducting research and need assessments, evaluating business trends, best practices, vetting and selecting vendors, and reviewing proposals to ensure alignment with Firm objectives and budgetary requirements.

Requirements

Bachelor’s degree in Event Management, Hospitality, Communications, or a related field preferred.
3-5 years of experience in event planning, conference services, hospitality or related field.
Proven experience managing the full lifecycle of large-scale events with 100+ attendees, required
Prior experience working in a law office or professional services setting, required
Knowledge of conference/meeting software, preferred
Proficiency in Microsoft Office
Strong familiarity with virtual meeting platforms
General understanding of Conference Center operations, and standard event technology including microphones, confidence monitors, and other core AV equipment. Will not necessarily be required to set this equipment up but should understand how and when they’re used.
Strong written and verbal communication skills and interpersonal skills; able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
Ability to maintain composure and objectivity under pressure, must be able to assess and select alternative courses of action quickly and accurately
Must be a self-starter with a high level of initiative
Strong customer service skills, able to anticipate needs and exercise independent judgment
Strong attention to detail, organizational skills and the ability to handle multiple projects
Maintains confidentiality and exercises discretion
Exercises solid strategic thinking and problem-solving skills
Vendor negotiation
Creative thinking and event conceptualization

Nice To Haves

Bachelor’s degree in Event Management, Hospitality, Communications, or a related field
Knowledge of conference/meeting software

Responsibilities

Responsible for end-to-end planning and executing large-scale in-house events serving hundreds of attendees (seasonal celebrations, themed lunches, happy hours, employee engagement events, and client conferences and receptions)
Manage all event related logistics including, but not limited to, food and beverage service, décor, entertainment, rentals, appropriate staffing, AV, and external vendors
Research, vet, and evaluate prospective vendors by assessing quality, reliability, pricing, and alignment with firm standards, making recommendations or selections based on that analysis
Evaluate and conceptualize firm needs, preferences and event objectives
Develop new social events for Practice Groups and Business Services staff
Partner with internal stakeholders on content, logistics, and timelines. Collaborate with internal service providers (Catering, AV/IT, Operations/Facilities, Office Services) to ensure successful outcomes
Lead planning and executing external events, including: Budget development and tracking, Venue sourcing and conducting site visits, Vendor management, Event communications and marketing coordination, Timeline development and schedules
Ensure all events are executed within budget and aligned with organizational standards
Oversee floor-based snack and themed food drops for firm-wide celebrations (holidays, sporting events, engagement activations)
Track expenses, invoices, and budgets
Develop post-event summaries and evaluations. Track historical details year over year
Maintain vendor relationships and negotiate pricing where appropriate
Schedule events through the room booking software. Identify booking conflicts or potential conflicts and suggest solutions
Create floor plans and oversee event setup and breakdown, ensuring high standards of presentation and service
In conjunction with departmental management, serve as the on-site support during events to troubleshoot issues and ensure positive attendee experiences
Create and distribute invitations for internal events. Track RSVPs and additional specifics, when necessary
Create and post digital signage for upcoming events
Support departmental reporting and documentation needs
Provide support to the Conference Services Team (Reception/Coordinator) as requested by the Conference Services Manager
Perform other duties/projects as assigned or required to meet department and/or Firm goals and objectives