Events/Conference Manager Jobs

The Manager of Events & Conference Services facilitates planning and execution of Firm events (internal and external) for lawyers, clients, recruits and staff. Events include receptions, luncheons, dinners, outings, client seminars, orientation events, client development, charitable and social events. MUST have 3+ years Supervisory experience and 8+ years Events/Conference Service experience

The Manager of Events & Conference Services also promotes a professional and welcoming atmosphere for conferences, facilitators, trainers and all clients, and is responsible for enhancing the day-to-day operations of the Conference Center and overseeing all internal events. This individual will have a passion for teamwork and collaboration across teams, a focus on hospitality, and a keen sense of detail and organization.

Responsibilities:

Events:

• Collaborates with the Associate Director of Events & Conference Services and Events Team on the planning and execution of events held in-person and virtually, including site selection, contract negotiation, menu selection, design of invitation, RSVPs, creating and managing the event in the event management software (Cvent), list management, onsite staffing, transportation and follow-up;
• Collaborates with the Associate Director of Events & Conference Services and Events team on project management of larger events, including RSVPs, list management, seating plans, preparation of name-badges and support materials, audio visual, onsite staffing, transportation and follow-up;
• Researches site venues and vendors, makes in-person connections, maintains venue/vendor files and contact details.
• Uses project management skills and tools, such as timelines, budget worksheets, agendas and event schedules to define and communicate event parameters and to ensure defined procedures are implemented for a flawless execution;
• Provides ongoing support, including drafting of event communications, organizing data, files, and materials, compiling information, preparing routine and ad-hoc reports and responding to requests for assistance; and

Conference Center:

• Reviews floor plans created in Visio and arranges training and refresher assignments for Conference Center staff, as needed;
• Oversees other client requests, as needed, such as ticket requests and restaurant reservations;
• Oversees daily use of the Conference Center Booking software and is responsible for manipulating and running various reports, troubleshooting, and offering training and support to Conference Center Coordinators;
• Performs other duties, as assigned.
• Meets with the requesting party for internal special functions and organizes meetings, as needed.
• Manages the Firm’s Madison Square Garden suite, including the following: ticket allocation, billing, allocation of client entertainment charges, food and beverage selections and provides analysis when necessary;
• Coordinates Conference Center staffing for all special functions, generates and distributes templates for major special events to all responsible parties, and maintains and distributes Master Functions list to administrative colleagues;
• Handles the corporate meals benefit platform, Sharebite, by working with Conference Center and other departments, as needed; and
• Coaches, leads and motivates Conference Center team;
• Regularly collaborates with service departments on the execution of onsite meetings and special functions (i.e., Food Service, Facilities, A/V, Security and Legal Personnel);
• Creates and maintains weekly Conference Center staffing schedule, processes Conference Center timecards and time off requests in ADP and conducts reviews for Conference Center staff members;
• Oversees Rendezvous troubleshooting with the vendor and the Firm’s IT department;
• Exercises an understanding of the new building's capabilities to deliver seamless client experience, with a focus on optimization of function spaces, technology and resources;
• Establishes routine meeting with service department managers (i.e., Food Service Director and Manager of Flik, Director of Facilities, Manager of A/V and Security);