Event Coordinator

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Our client, a leading global law firm in Midtown Manhattan, is seeking a Temporary Event Coordinator to support a high-volume, fast-paced corporate conference center. This role will focus on coordinating and executing internal and client-facing events, requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities with a high level of professionalism. This is a hybrid position with four days onsite and remote work on Fridays. Standard hours are 9:30 AM to 5:30 PM, with flexibility required for early mornings, late evenings, and occasional extended hours based on event needs. Compensation is up to $48/hour.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Conference Center

• Lead planning and execution of internal meetings, events and programs (collectively “programs”) held in the firm’s New York Conference Center and other configurable spaces in the New York 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 New York 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 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 NY 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

Webinars:

• Plan, execute and staff firm virtual events

• Consult with internal stakeholder to determine virtual program needs and set up the event in the preferred solution (Zoom). Provide registration link to internal stakeholder for invitation purposes, as well as presenter links.
• Build out dry run webinar for date provided by host and provide links to internal teams and presenters.
• Research activity and/or gift vendors as needed.
• Execute the event with any necessary add-ons such as muting, spotlighting, waiting room, etc.
• Coordinate with IT Support so that client recording requests are fulfilled and proper IT support is provided during dry runs and webinars.
• Create and produce response reports as requested by client.

Off-site Events:

• Plan and staff select in-person events as needed in NY such as team socials and internal networking events. This may include vendor research, preparation and distribution of RFPs, collection of proposals and estimates, preparation of comparative analysis, obtaining certificates of insurance, negotiation of contracts, detailing event needs, coordinating input from other firm departments and successful execution of the program.
• Collaborate with senior members of the Events team on firm-wide events. Assist with specific aspects of logistical planning with direction from team leaders.
• Act as back-up to Managers 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.
• Secure restaurant reservations for internal groups, client events, etc. as needed.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Assist with other events and event-related tasks as required

Qualifications:

• 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

EDUCATIONAL QUALIFICATIONS/JOB EXPERIENCE REQUIREMENTS:

• Bachelors degree preferred but not required
• 5+ years of conference services, concierge, food and beverage and/or event experience
• Professional services or law firm experience a plus

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

• 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).
• Travel: Travel to other offices or event venues is possible, approximately 10%.
• Schedule: Standard office hours. Must be available at times for events and travel outside of regular working hours (early morning, evening or weekend events)
• Environment: Office setting or event spaces

A1461736NY-Temp_1780945086

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