Coordinator: Meetings & Events

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.

Responsible for supporting all types of marketing and business development and select internal events across several Firm practices, industries and client teams and business services departments.  Works collaboratively with the Business Development & Marketing and other Business Services teams to create and/or enhance relationships with our internal and external 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.

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
• Researches and identifies 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 the appropriate business services 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 the appropriate business services 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

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
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and experience in InterAction or other CRM programs highly desirable

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.

The typical pay scale for this position in Chicago is between $63,300 and $97,600, although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified.

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

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.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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