Conference & Event Coordinator - Monday to Friday, No Weekends

Compensation Amount

62,000.00 USD Hourly

Job Summary

The Conference and Events Coordinator will report to the Director of Operations and is primarily responsible for coordinating and executing on-site firm events.

Job Description

ESSENTIAL FUNCTIONS

• Coordinate catering, entertainment, décor elements, audio and visual needs, electronic invitations, and concepts.
• Collect, maintain and process all data related to events including: RSVPs, meeting agendas, and food and beverage.
• Develop themes and visual elements for events.
• Research venues and perform site visits with internal and external guests.
• Provide on-site assistance at events.
• Produce reports related to venues and event planning.
• Produce materials for events to include, but not limited to, nametags, tent cards, menu cards, etc.
• Manage invitation lists, collects RSVPs, and create electronic invitations.
• Communicate with lawyers, clients, and business team employees on event coordination and progress.
• Maintain event budgets.
• Design floorplans and seating arrangements.
• Build and maintain strong working relationships with vendors.
• Process and record invoices for payment.
• Assist with external events when necessary.
• Stay abreast of current event trends in the meeting/event industry.
• Establish and maintain vendor relationships.
• Other duties as assigned
  
  

Skill And Knowledge Requirements Include

• A minimum of five years of experience in event planning.
• Preferred experience within a law firm in areas such as marketing, operations, or events.
• Exceptional customer service skills with strong attention to detail is essential.
• Outstanding written and verbal communication abilities.
• Proficiency in the Microsoft Office Suite is required.
• Experience with event management technology (such as iPublish and Cvent) is preferred.
• Capability to thrive in a fast-paced and demanding environment.
• Willingness to work early mornings, evenings, and weekends as necessary for meetings and events.
• A college degree is preferred.
  
  

PHYSICAL AND MENTAL REQUIREMENTS

• Ability to sit at a desk in front of a computer for the entire work day.
• Ability to stand and/or walk for an entire work day.
• Core Hours, Monday through Friday 9:00 a.m. to 6:30 p.m. with additional hours as needed.
• Constantly communicates and receives verbal communication with other employees.
• Lifting, carrying, and pushing up to 15 lbs. occasionally, up to 30 lbs. seldom.
• Occasionally stoop, kneel, or crouch.
• Use hands and arms to reach for, grasp, and manipulate objects.
  
  

EQUIPMENT USED

• Typical office equipment (computer, phone system, fax, copiers, scanners, among others).
  
  

Founded in 1917, Guest Services has worked tirelessly to earn the reputation as the premier hospitality management company and National Park Service concessionaire in the United States. Guest Services takes great care and pride in providing best-in-class services across a wide variety of client sites including luxury communities, hotels, resorts, government and business dining facilities, full-service restaurants, state and national parks, outdoor recreation, boathouses, marinas, museums, conference centers, senior living communities, health care systems, school and university dining facilities, and specialty retail stores.

Guest Services, Inc. is an Equal Opportunity employer. All qualified applicants will receive consideration for employment and promotion without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

OUR COMMITMENT TO DIVERSITY, EQUITY, & INCLUSION: We embrace Diversity, Equity, and Inclusion (DEI) and the richness it brings to our company. Our commitment is to provide an inclusive workplace where individuals can bring their whole selves to work, enabling them to provide the best level of service to our diverse customer base.