Specialist: Conference Services Events

Mayer Brown•Chicago, IL

19h•Onsite

About The Position

Mayer Brown is an international law firm that represents major corporations, funds, and financial institutions. The firm is known for its strategic partnerships, deep commercial instincts, and commitment to excellence. They are seeking a motivated individual for the Specialist: Conference Services Events role in their Chicago office. This position is responsible for planning, organizing, and executing internal and external events, including employee-facing programs, client meetings, conferences, and receptions. The role also involves overseeing themed snack and food activations to enhance the employee experience. Key responsibilities include vendor selection, budget management, and ensuring events align with Firm objectives and standards.

Requirements

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
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 preferred.
Knowledge of conference/meeting software, preferred

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