Coordinator: Meetings and Events

Overview

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We 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.We are a collegial, collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Business Development and Marketing department in our New York office, as a Coordinator: Meetings and Events.

 

Responsible for supporting all types of marketing and business development events across several Firm practices, industries and client teams.  Works collaboratively with the Business Development and Marketing (BD&M) team to create and/or enhance relationships with our clients and prospects. The position will coordinate special events, meetings and conferences by organizing all logistics related to facility and space selection, room set-up, audio-visual and technology needs, coordination of food and beverage needs, and liaising with the food service provider, attendee arrival and flow process, hotel room blocks, ground transportation, and related activities, in accordance with departmental policies and procedures.

 

Responsibilities

Essential Functions: 

• Coordinates meeting and event 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
• Coordinates the distribution and tracking of event and hospitality tickets, ensuring proper allocation to attendees, maintaining accurate records, and assisting with related logistics as needed
• Research and identify outside vendors for selection, and negotiates prices on behalf of Firm and coordinates contracts with internal procurement team
• Coordinates 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 with BD&M team on sponsorship opportunities for the Firm, including processing payment, filling tables, coordinating booth supplies and materials and activation of other benefits, as needed
• In collaboration with BD&M team, coordinates the development and customization of materials for each event as appropriate, including researching, ordering and fulfilling standard logo giveaways
• Coordinates with Marketing Design and Digital Marketing teams to ensure timely delivery of event details and collateral (signage, invitations, etc.)
• Provides on-site support and ensures the smooth execution of all events including registration and nametags, handout materials, site management, speakers and presentations
• Assists with post event activities, including recording attendance updates in CRM system, post-event briefings, ROI reporting, budget reconciliation and post event messaging
• Helps maintain marketing event calendar(s) are up-to-date and disseminates information to the global marketing team, as needed
• Tracks reservation cut-off dates and associated deposits to avoid financial penalties
• Performs other duties as assigned or required to meet Firm goals and objectives

Qualifications

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 2 years of related experience, required
• Prior experience working in a hospitality and/or event management environment, preferred
• Project management experience preferred

 

Technical Skills:

• Proficient with webinar technology, Microsoft office suite, Internet research and other computer applications/skills
• Profic