Manager: Conference Services

• Coordinates on-site and off-site events and meetings to include all aspects of event planning such as, venue selection, scheduling, catering, décor, staffing, entertainment, facilities and materials. Events include and are not limited to management committee, office, practice group, department and client events/meetings
• Liaise with outsourced food service provider to ensure food orders are entered timely, and services provided to clients are of highest standards
• Collaborates with managers of outsourced food services, conference services and reception to ensure that staff understands their assigned tasks and delivers consistent, customer-oriented service
• Ensures servery and event offerings are of the appropriate quality, selection and presentation. Continually evaluate staffing and menu with outsource food service provider against event requirements for appropriate staffing level, efficiency and personality; and menu creativity, presentation and food quantity
• Works with global and local IT department to ensure timely technical support is provided, whether audio/video or IT services, and is matched to the needs of the event. Looks for continual process improvement in service delivery, support and notification. Looks for distribution of timely, clear, and concise communication regarding testing, live meeting connections and meeting format critical for attendees as well as other offices and participants
• Evaluates proposed and scheduled meeting setups, support and service levels to assure that host and attendees’ needs are met
• Coordinates room set-ups for client meetings and events
• Evaluates additional furniture, equipment, staff or other needs to ensure best configuration and support for event. Presents business case where needed to solicit critical items
• Maintains the highest level of finish, cleanliness, organization and readiness in the Conference Center and among the staff
• Monitors events to ensure client satisfaction
• Establish and maintain relationships with vendors and venues
• Mentors team to anticipate and elevate the service standards of excellence in all areas of department
• Drive process improvement initiatives, including the assessment and refinement of existing systems and procedures.
• Identify areas for operational improvement within event logistics, vendor coordination, and internal workflows; implement strategic adjustments as needed
• Initiates, develops and tracks standards of service and usage through various reporting methods and logs as needed to ensure information is captured in respective mission critical areas
• Develops and tracks event budgets and associated costs using departmental methodology. Responsible for accurate tracking and billing of meeting and event charges and issuance of post event invoices (where applicable). Monitors and reports on final versus estimated costs for meetings and events, tracks recovery and chargeback allocations
• Provides Director of Administration with reports and analysis for use in annual budget for Conference Services and manages events in a cost effective manner
• Maintains and reconciles firm-issued purchasing credit card ensuring that all transactions are coded properly and within the prescribed purchasing guidelines
• Assists in the exploration and coordination of community outreach programs
• Performs other duties as assigned or required to meet Firm goals and objectives

• Bachelor’s degree in a related field is preferred. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job.

• Minimum of 10 years of experience in a professional services organization, required
• Prior supervisory experience required
• Prior experience working in a law firm or professional services setting, preferred

• Proficiency in Microsoft Office products, required
• Knowledge of NFS Rendezvous and Chrome River software programs, strongly preferred

• Strong written and verbal communication 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
• Ability to meet deadlines with shifting priorities

• Manages processes for direct reports in regards to performance appraisals, annual compensation, goal setting and performance counselling
• Demonstrated leadership and supervisory experience
• Operational budget analysis and recommendations
• Conducts analysis of staffing levels and participation in the recruitment process
• Able to determine and implement change processes to improve workflow efficiencies
• Process and service-oriented with strong leadership and project management skills
• Able to set priorities and delegate in an efficient manner

Mayer Brown LLP