Conference Services Specialist

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 Conference Services department in our Washington, D.C. office, as a Conference Services Specialist.

In conjunction with and under the direction of the Conference Services Manager, responsible for all meetings, conferences, events and receptions within the conference center (all floors).  This encompasses intake, support, and execution of same including coordination of all associated deliverables, planning and collaboration with host on vision and purpose, venue design and set up to support objectives while working in collaboration with food services, AV, IT, house porters as well as  support teams outside the department in order to produce meetings and events of the highest quality.  The Conference Services Specialist will be the on-site point of contact during meetings, events and receptions and along with the Conference Services Manager, is at the forefront of delivering a positive events and meeting experience to Mayer Brown personnel and outside guests.

Essential Functions: 

• Maintains digital calendar of events and executes all associated duties required to carry out the mission of the Conference Services Specialist position as described in the summary above
• Captures and records event summaries, historical data and related feedback via accepted departmental practices
• Develops and tracks event budgets and associated costs using departmental methodology
• Responsible for accurate tracking and billing of meeting and event charges and issuance of post event invoices (where applicable) as well as follow up on past due balances.  Monitors and reports on final versus estimated costs for meetings and events, tracks recovery and chargeback allocations
• Supports the planning and execution of meeting details, including pertinent logistical information, updates and changes to clients and appropriate ancillary Firm departments via established departmental communication methods
• Assists staff members with questions regarding the on-line booking system
• Works with Conference Services Manager and related conference services teams to assist, oversee, coordinate and monitor the efficient handling of numerous requests via all conference services intake formats including, but not limited to, e-mail, voicemail, in-person, and BigHand in a timely, complete and professional manner
• Works alongside Conference Services Manager in the management of contracted in-house hospitality vendor, meeting weekly with Executive Chef and Catering Manager in the development of menus and holistic oveview of upcoming meetings and events
• Routinely monitors conference floors/rooms and facilitates with on-site concierge, catering attendants and A/V technicians to ensure meeting and event execution is carried out efficiency and to the highest level of quality
• Reports and follows-thru on resolving vending, facilities or other issues with the appropriate service department or vendor as it pertains to the conference center and associated space, furniture and fixtures
• Attends to inquires related to conference space, set-up and department capabilities
• Escalates potential issues/concerns to management as appropriate
• Performs other duties as assigned or required to meet department and/or Firm goals and objectives

Education/Training/Certifications:

• Bachelor’s degree in a related field. An equivalent combination of education and/or experience may be considered in lieu of degree when the experience has been directly related to the functions of the job

Professional Experience: 

• Minimum of three years of office experience, required
• Prior experience working in a professional services firm or equivalent hospitality position, preferred
• Event coordination/execution experience, preferred

Technical Skills:

• Proficiency in Microsoft Office products, required
• Experience with on-line booking system or other meeting room management software, required

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 parties
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Demonstrates grace under pressure, meets deadlines with shifting priorities while maintaining composure and a pleasant demeanor
• Must be a self-starter with a high level of initiative and sense of urgency
• White glove client service skills
• Strong attention to detail and organizational skills with the ability to successfully handle multiple simultaneous projects
• Maintains utmost confidentiality and exercises discretion
• Exhibits solid strategic thinking and problem-solving skills while anticipating needs and asking the right questions

Physical Requirements:

• May require occasional lifting of up to 20 lbs.