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Meeting and Events Planning Coordinator

Logo of Mayer Brown

Mayer Brown


1mo ago

đź’Ľ Graduate Job

New York

🤑 $72K - $83K
⌛ Closed
Applications are closed

Graduate Job

Sales & Business Development, Marketing•New York


  • The Meeting and Events Planning Coordinator is responsible for coordinating all types of marketing and business development events across several Firm practices, industries and client teams as well as select internal programs and events. Works collaboratively with the Business Development & Marketing (BD&M) team to create and/or enhance relationships with our clients and prospects. Coordinates the development and delivery of in-person and virtual events from intimate closing dinners, large-scale receptions, retreats, seminars/webinars and in-house events to ensure that they are efficiently executed and in alignment with the firm’s overall strategic efforts, and that client service is exceptional. 


  • 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.

Education requirements


Area of Responsibilities

Sales & Business Development


  • 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


Work type

Full time

Work mode



New York


72000 - 83000 USD


  • We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401 (k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.