Description

The Senior Coordinator, Global Meetings & Events will be responsible for the successful delivery of in-person and virtual meetings and events across the Firm which range in size and scope.   
The role holder will be responsible for or contribute to, the successful organization and delivery of in-person and virtual client-facing events primarily serving our West Coast offices including signature Global Industry Groups (GIG) meetings hosted in San Francisco, and help support other meetings in NA when needed. Average in-person meeting attendance will range from 20-200 attendees including lawyers and clients.
In addition, the position will be responsible for certain Department Projects and providing light administrative support to the Directors and Managers of the Department.  

 

Responsibilities:

  • Meeting & Event Planning Expertise: Responsible for providing support for seamless, innovative, and cost-effective meetings & event planning services for internal and client events, including but not limited to, contributing, supporting, and/or leading the below components of meeting planning:

    Destination, & Site Selection and Request for Proposal (RFP) Development

    • Conduct Destination, Hotel & Social Event Research & Administer RFP Process
    • Analyze Proposals & Prepare Hotel & Social Event Availability Chart
    • Conduct Hotel & Social Event Contract Negotiations
    • Finalize & Implement Contractual Arrangements
    • Financial Management of All Meeting Components

    Budget Preparation & Monitoring

    • Prepare Cost Analysis & Budget Estimates
    • Monitor Meeting Budgets & Expenses
    • Manage Invoice & Deposit Payment Schedule

    Preparation & Distribution of Communications to Attendees

  • Registration Communications
  • Websites and Extensive Documentation
  • Final Details

    Guestroom & Registration Services

  • Analyze Guestroom Requirements & Propose Contractual Room Blocks
  • Develop and Implement Action Plans & Project Timeline
  • Manage Registration for Guestrooms, Meetings, Breakouts, and Social Events
  • Prepare and Analyze Registration Reports
  • Monitor and Review of Hotel Rooming Lists

    Management of Meeting Logistics Requirements

    Social Event Logistics

  • Develop Themes and Implement Arrangements for Social Events
  • Arrange Transportation for Events
  • Identify, Analyze and Coordinate Catering Requirements
  • Identify, Contract, and Coordinate Event Entertainment and Security
  • Analysis of Event and Directional Signage Needs
  • Preparation of Meeting Collateral (e.g., Name Badges, Tent Cards, Attendee Lists)
  • Coordination of Meeting Shipments
  • Onsite Management of Meeting or Event
  • Post-Meeting Responsibilities:
    • Review and Reconcile Hotel Invoice
    • Track Actual Expenses against Budget
    • Review and Finalize Meeting Budget and Expense Report
    • Conduct Debrief Meeting with Hotel/Vendors
    • Conduct Debrief Meeting with Internal Meeting Owner, prepare History Report
    • Prepare Best Practice Notes/Recommendations
  • Project Management: Successfully plan, implement, and complete Project Plan / Action Plan tasks, in addition to contributing to the preparation and coordination of the plans and leading other project team members to ensure those project deadlines are promptly met
  • Team Collaboration: Effectively work with all GMET team members in an ongoing effort to build and maintain positive professional relationships which will enhance the teamwork and aid in the team's efficient and prompt delivery of services
  • Relationship Management: Contribute to the successful management of relationships with our internal clients
  • Supplier Relationship Management: Contribute to creating, cultivating, and managing productive relationships with hotels (many of whom are the Firm's clients) and suppliers to ensure that specifications are understood and met by the hotel and vendor
  • Contract Management: Negotiate with hotels and vendors on contractual terms. Implement the contract ensuring all conditions of every contract are understood, followed, and met by our team, the hotel, or the vendor
  • Budget Management: Prepare budgets and manage various budget components for meetings & events, including post-event budget reporting, review, and reallocation. Contribute to seeking opportunities to reduce costs
  • Department Projects: Contribute to or support department projects associated with consolidating and aligning best practices to further enhance existing event project management guidelines and procedures
  • Develop and Communicate Meeting Specifications and Special Instructions
  • Identify, Analyze and Coordinate Food & Beverage Requirements
  • Identify and Coordinate Audio Visual Requirements
  • Identify and Coordinate Telecommunications, Technology and Other Requirements
  • Review Meeting Resume & Banquet Event Orders (BEOs)
  • Analysis of Event and Directional Signage Needs
  • Administrative Projects: provide administrative support including assistance with setting up conference calls, preparing PPT presentations, and preparing expense reports

 

Skills and Experience:

  • Experience/Education: College Degree (meeting planning or marketing degree a plus). Strong strategic meeting and event management experience. Experience working in a law firm, professional service firm, corporate environment, or hotel
  • Hotel & Hospitality Industry Experience: Involved in the hotel and hospitality industry through various associations and passionate about continuing to educate him or herself on the industry outside of his/her daily work at the Firm
  • Organizational & Accuracy Skills: Highly organized with strong senior coordinator project management skills and demonstrated ability to handle multiple projects and deadlines simultaneously. Outstanding accuracy skills and strong attention to detail
  • Time Management Skills: Excellent time management skills. Ability to multi-task, analyze and manage multiple ongoing projects
  • Interpersonal & Communication Skills: Excellent people management and interpersonal skills with the ability to successfully coordinate key relationships and projects across an organization. Strong English communication (verbal and written) and exceptional communication skills with prescribed business etiquette at both personal and electronic levels in a multi-cultural, multi-level environment, both internally and externally
  • Work Ethic: Confident, diplomatic, mature with sound judgment and a strong sense of responsibility to deliver against set objectives. Confident, pleasant disposition, positive attitude, even during stressful times. High demand periods will require extended hours which may include early mornings and or late evenings
  • Budget Management: Experience in budget and financial management of meetings and events
  • Ability to Work Independently: Demonstrated ability to work independently
  • Negotiation Experience: Ability to negotiate simple contracts and orders, as well as implement terms of contracts
  • Teamwork: Ability to work effectively with Chicago and Manila team members and instrumental in assisting the Director and Manager in promoting a "one team" environment
  • Problem Solving / Conflict Management: Demonstrated ability to manage conflict with diplomacy and credibility. Ability to make effective recommendations for decisions and judgment calls
  • Analytical & Problem Solving Expertise: Excellent senior coordinator level analytical and problem-solving skills and ability to react quickly to resolve issues
  • Business Structure Know-How: Has experience working in a hotel, law, or business environment and can move projects along or adjust to the needs of the organization. Flexibility and understanding some responsibilities of this position may change to meet the needs of the meeting or department
  • Technology: Mastery of Microsoft Office suite of products, including good working knowledge of Excel. Has enthusiasm for keeping up with technology and bringing ideas to the Managers on how to improve meetings with technology