Specialist, Events & Conference Services

Join Client's Global Operations Team and make a real impact on a global scale. We work with some of the world's most successful and innovative investors, entrepreneurs and disruptors in the life sciences, private equity, real estate, technology and financial industries, and where they converge. As part of the Global Operations Team all business professionals at the firm you'll collaborate with colleagues from diverse backgrounds and experiences, fostering an environment where cross-functional learning, networking, and collaboration are at the core of what we do.

Here, we're not just supporting a law firm; we're partnering with attorneys and clients to deliver cutting-edge solutions in high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions. Our commitment to integrity, ingenuity, agility, and ambition drives us, and we're proud to have been recognised as the "Best Business Team by The American Lawyer.

This is your opportunity to grow professionally in a dynamic, global environment, surrounded by forward-thinking peers.

The Events and Conference Services Specialist is responsible for planning, organizing and coordinating functions in configurable spaces in the firm's California offices and off-site venues in California and surrounding areas. The Specialist will also plan, manage and execute webinars via the firm's chosen technology (Zoom) in conjunction with internal stakeholders. You will lead multi-disciplinary teams to consistently create memorable programs that exceed expectations and conform to firm and building policies and standards. In addition, the Specialist will recommend and implement continuous process and systems improvements to enhance Conference Services operations and services.

What You Will Do:

Internal Event Space

Lead planning and execution of internal meetings, events and programs (collectively "programs ) held in the firm's California Offices in San Francisco, Silicon Valley, Los Angeles and Santa Monica.

Manage all aspects of the meeting and event planning process from start to finish including but not limited to:

Monitor reservations for large internal programs held in the firm's California Offices made through the firm's conference room scheduling system (EMS). Manage the intake process for each request.

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 internal team needed to successfully implement all aspects of each program. The team may include Offices Services, Reception and AV personnel

Solicit, review and approve external vendor proposals as needed

Secure and manage services provided by external vendors, including oversight of on-site labor. These external vendors may include but are not limited to catering companies, bartending services, etc.

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 the events and activities portion of the weekly OPs meetings for each California office.

Serve as firm-wide resource on California offices' meeting space policies and services; Collaborate with Conference Services colleagues to 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 client's 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 for California Offices 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.

Who You Are:

BA, BS or equivalent

5+ years of conference services, concierge, food and beverage and/or event experience

Professional services or law firm experience a plus

Excellent organizational skills and a high degree of accuracy and strong attention to detail

Superb project management skills

Strong problem-solving skills and world class customer service skills

Ability to de-escalate and resolve conflicts

Effective negotiation skills

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