Meeting and Events Planning Coordinator

Mayer Brown

Mar 19

Applications are closed

Job
Full-time
Entry Level
Sales & Business Development
Marketing
$72K - $83K
New York City

Requirements

Education/Training/Certifications:
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
Professional Experience:
Minimum of one to three years of experience in a similar role
Project management experience preferred
Technical Skills:
Proficiency in Microsoft Office products, required
Proficient with webinar technology including WebEx and Zoom, Internet research and other computer applications/skills, required
Experience in InterAction or other CRM programs, preferred
Performance Traits:
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
Physical Requirements:
May require occasional lifting of up to 20 lbs.

Responsibilities

Coordinates all 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. This includes interacting with clients, outside attendees, internal lawyers and professional staff for events and meetings
Identifies and selects outside vendors, and negotiates prices on behalf of Firm and coordinates contracts with internal procurement team
Acts as liaison between Marketing Design and CRM/digital marketing teams to ensure timely delivery of event details and collateral (signage, invitations, etc.)
Prepares nametags, marketing materials, notebooks, packages, gift bags, registration lists, seating cards, etc. for events when needed. Responsible for shipping materials offsite when needed
Conducts 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 booth (all aspects) which includes working with GES to have booth shipped to various conferences. Will work with BD&M managers to coordinate and ship materials to conferences for the booth
Provides on-site support and ensures the smooth execution of all events including registration and nametags, handout materials, site management, speakers and presentations
Conducts post event activities, including recording attendance updates in CRM system, post-event briefings, ROI reporting, budget reconciliation and post event messaging
Ensures that marketing event calendar(s) are up-to-date and disseminates information to the global marketing team as needed
Participates in the development of budgets for conferences/events ensuring that expenses are in alignment with budget
Manages and tracks RSVPs, reservation cut-off dates and associated deposits to avoid financial penalties
Performs other duties as assigned or required to meet Firm goals and objectives

Mayer Brown

Uniquely positioned to advise the world’s leading companies

Law

Industry

1001-5000

Employees

1881

Founded Year

Mission & Purpose

Mayer Brown is uniquely positioned to advise the world’s leading companies and financial institutions on their most complex deals and disputes. With extensive reach across four continents, we are the only integrated law firm in the world with approximately 200 lawyers in each of the world’s three largest financial centers—New York, London and Hong Kong—the backbone of the global economy. We have deep experience in high-stakes litigation and complex transactions across industry sectors, including our signature strength, the global financial services industry. Our diverse teams of lawyers are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do. Our “one-firm” culture—seamless and integrated across all practices and regions—ensures that our clients receive the best of our knowledge and experience.