Make an impact at Goodwin , where we partner with our clients to practice law with integrity, ingenuity, agility and ambition. We are in the business of building authentic, long-term relationships with our clients, who are 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. Our immersive understanding of these industries - combined with our expertise across high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions - sets us apart. Our Global Operations Team - all business professionals of the firm - was named the "Best Business Team" by The American Lawyer.
The Conference Services & Event Planning Specialist is responsible for planning, organizing and coordinating functions in the Boston Conference Center and other configurable spaces in the firm's Boston office, in accordance with firm and building policies and standards. The Specialist will lead multi-disciplinary teams to consistently create memorable programs that exceed expectations. In addition, the Specialist will recommend and implement continuous process and systems improvements to enhance Conference Services operations and services. The Specialist excels in client service and demonstrates strong negotiation, conflict resolution, organizational and, project management skills. The Specialist builds and maintains effective working relationships with internal and external clients, as well as colleagues and stakeholders at all levels of the firm.
What you'll do

• Lead planning and execution of internal meetings, events and programs (collectively "programs") held in the firm's Boston Conference Center and other configurable spaces in the Boston office.
• Manage all aspects of the meeting and event planning process from start to finish including but not limited to:
• Monitor reservations for internal programs held in the firm's Boston Conference Center and other configurable spaces made through the firm's conference room scheduling system (EMS). Manage the intake process for each request. Resolve booking conflicts.
• Communicate directly with internal and external clients to understand their needs and expectations for a successful program and communicate any constraints posed by firm or building policies and procedures and/or budget and other resource availability.
• Develop and provide cost estimates for internal and external clients, to ensure the program makes optimal use of the available budget and guide the client to stay within budget without compromising the quality of the program
• Create comprehensive program plans, including venue selection (if appropriate), catering arrangements, menu design, room setup, AV requirements and special requests
• Act as project manager to deliver program in budget, on time and meeting client and expectations
• Assemble and lead Conference Center Team needed to successfully implement all aspects of each program. The team may include Catering, Offices Services, Reception/Concierge and AV personnel
• Solicit, review and approve external vendor proposals as needed
• Ensure required documentation is finalized and adheres to the firm's policies and guidelines.
• Maintain open communication with internal and external clients throughout planning and execution of the program
• Ensure all information related to each program is entered in the firm's event software (EMS) in a timely manner for future reference by the Conference Services team.
• Ensure all expenses are processed for payment, charged correctly and approved in a timely manner
• Gather feedback from key stakeholders, analyze feedback and conduct after action debrief with the Conference Services team and Events leaders to capture and address opportunities for improvement
• Prepare, share and file post-event function reports to create record of important accounting, attendance and logistical information
• Lead weekly Conference Center Team planning meetings
• Serve as firm-wide resource on Conference Center policies and services, propose, establish and document best practice procedures for use in all US offices
• Stay up-to-date with industry trends, technologies, and best practices in conference services
• Act as back-up to Event team leaders on select department operational tasks including but not limited to billing, event intake, contract approval, securing certificates of insurance, tracking invitee responses, coordinating VIP schedules, researching conflict calendars, scheduling department meetings, etc.
• Assist with other events and event-related tasks as required

Who you are:

• BA, BS or equivalent
• 5 years of conference services, concierge, food and beverage and/or event experience
• Professional services or law firm experience a plus
• Excellent organizational skills and a high degree of accuracy and strong attention to detail
• Superb project management skills
• Strong problem solving skills
• World class customer service skills
• Ability to de-escalate and resolve conflicts
• Effective negotiation skills
• Ability to effectively communicate with internal and external clients at all levels
• Successfully manages multiple simultaneous assignments
• Sets and meets hard deadlines
• Ability to motivate others and influence without authority
• Demonstrates consistently good judgment and ability to make sound business decisions
• Proficient in Microsoft Outlook, Word, and Excel, PowerPoint
• Ability to quickly learn new technologies
• Familiarity with Accruent EMS preferred
• Familiarity with SocialTables preferred
• Physical requirements: Must be able to sit or stand for prolonged periods of time, ability to operate a keyboard, mouse and other office equipment. Must be able to occasionally lift boxes at events (~ 20-25 lbs).

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Goodwin Procter LLP is an equal opportunity employer. This means that Goodwin Procter LLP considers applicants for employment, and makes employment decisions without unlawful discrimination on the basis of race, color, gender, gender identity or expression, age, religion, national origin, citizenship status, disability, medical condition, genetic information, marital status, sexual orientation, military or veteran status, or other legally protected status.
Please note: Various agencies of the United States government require employers to collect information on applicants and employees. The National Association of Law Placement (NALP) and certain clients request us to keep track of certain aggregate information regarding lawyers. EEO information requested on this application is for purposes of compliance with these recordkeeping and reporting requirements and to determine recruiting and employment patterns. Submission of this information is voluntary and refusal to provide it will not subject you to any adverse treatment.
This position is eligible for overtime: No
Target Salary: $80,000.00 - $85,000.