Coordinator: Meetings and Events

• Coordinates meeting and event logistics including facility and space selection, room set-up, audio-visual and technology needs, coordination of food and beverage, giveaways, photography, attendee accommodations, hotel room blocks, ground transportation, and other related activities for on and offsite events
• Coordinates the distribution and tracking of event and hospitality tickets, ensuring proper allocation to attendees, maintaining accurate records, and assisting with related logistics as needed
• Research and identify outside vendors for selection, and negotiates prices on behalf of Firm and coordinates contracts with internal procurement team
• Coordinates webinars on popular platforms, including but not limited to Zoom, Webex, and Microsoft Teams and be adept at troubleshooting technical issues, managing presentations, video recording and editing, conducting polls, coordinating virtual breakout rooms, etc.
• Coordinates with BD&M team on sponsorship opportunities for the Firm, including processing payment, filling tables, coordinating booth supplies and materials and activation of other benefits, as needed
• In collaboration with BD&M team, coordinates the development and customization of materials for each event as appropriate, including researching, ordering and fulfilling standard logo giveaways
• Coordinates with Marketing Design and Digital Marketing teams to ensure timely delivery of event details and collateral (signage, invitations, etc.)
• Provides on-site support and ensures the smooth execution of all events including registration and nametags, handout materials, site management, speakers and presentations
• Assists with post event activities, including recording attendance updates in CRM system, post-event briefings, ROI reporting, budget reconciliation and post event messaging
• Helps maintain marketing event calendar(s) are up-to-date and disseminates information to the global marketing team, as needed
• Tracks reservation cut-off dates and associated deposits to avoid financial penalties
• Performs other duties as assigned or required to meet Firm goals and objectives

• Bachelor’s degree in a related field. 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 2 years of related experience, required
• Prior experience working in a hospitality and/or event management environment, preferred
• Project management experience preferred

• Proficient with webinar technology, Microsoft office suite, Internet research and other computer applications/skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and experience in InterAction or other CRM programs highly desirable

• 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
• Must be a self-starter with a high level of initiative
• Strong customer service skills, able to anticipate needs
• 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
• Must be flexible in order to respond quickly and positively to shifting demands and opportunities; able to work under tight deadlines and handle numerous, detailed tasks
• Exhibit high energy, enthusiasm, positive attitude and poise; articulate and confident
• Must be service-oriented, collegial, and able to work effectively with lawyers, staff, and vendors at all professional levels to implement successful events

Mayer Brown LLP