Conference Services Specialist - Boston, United States - Goodwin Procter

Description

Make an impact at Goodwin, where we partner with our clients to practice law with integrity, ingenuity, agility and ambition. We are in the business of building authentic, long-term relationships with our clients, who are 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. Our immersive understanding of these industries - combined with our expertise across high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions - sets us apart. Our Global Operations Team - all business professionals of the firm - was named the "Best Business Team" by The American Lawyer.

The Conference Services Specialist plays an essential role in the successful execution of meetings and events in Goodwin's Boston office. This position requires strong organizational, project management and customer service skills. The ideal candidate will leverage these qualities to build relationships with clients - both internal and external - and other team members in order to create memorable programs that exceed expectations.

This role is responsible for planning, organizing and coordinating functions in the Conference Center and other configurable spaces in accordance with firm and building policies and standards.

What You Will Do:

• Track incoming reservations for internal meetings and events held in the firm's Boston Conference Center and other configurable spaces through the firm's conference room scheduling system (EMS). Manage the intake process for each request.
• Manage the various elements of the meeting/event planning process. The steps in the process include but are not limited to:
  • Consult with internal and external clients regarding their needs and expectations for a successful meeting.
  • Advise internal and external clients on best practices, action items and deadlines.
  • Conduct client site visits as necessary.
  • Obtain proposals, cost estimates, certificates of insurance and any other necessary planning materials.
  • Work closely with the firm's internal Boston caterer and other firm departments in the Conference Center Team - including but not limited to Offices Services, Reception and AV - to successfully implement all aspects of the meeting.
  • Detail menu, A/V, room layout and any other meeting needs.
  • Research and secure external vendors as necessary.
  • Input all information related to each meeting in the firm's event software (EMS) in a timely manner. This database will be the sole area of reference for all Goodwin departments during set-up and execution and for future reporting purposes.
  • Create accurate banquet event orders that include detailed information on the agenda, menu items, room set-up and all other details of the program.
  • Ensure the meeting makes optimal use of the budget and guide the client in staying within the stated budget for the meeting.
  • Oversee set-up, execution and/or wrap-up of the meetings/events and troubleshoot any issues that may occur.
  • Communicate last minute changes to the necessary firm departments
  • Track final details related to attendance numbers, costs, etc.
  • Process catering bills through Goodwin's Finance system with appropriate descriptions, billing numbers, etc.
  • Prepare post-event function recaps to document important accounting, attendance and logistical information. Send to appropriate parties for their records and add to department files.
• Actively participate as a key Conference Center Team member at weekly planning sessions. Advise team of set-up, AV and catering needs for each upcoming meeting. This team may also be involved in department projects and initiatives related to firm Conference Centers.
• Act as a firm-wide resource regarding Conference Center policies and offerings.
• Provide input and feedback on seasonal menus from the firm's internal caterer. Partner with the EMS administrator to roll out updates to the Boston office.
• Act as back-up to team leaders 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, etc.
• Assist with other events and event-related tasks as required.

Who You Are:

• BA, BS or equivalent work experience.
• Strong project management skills
• Ability to interact professionally at all levels, both internally and externally.
• Ability to manage multiple assignments and meet hard deadlines.
• Must be able to remain calm under pressure, and at times make decisions quickly, with maturity and good judgement.
• Proficient in Microsoft Outlook, Word, and Excel
• Familiarity with Accruent EMS preferred.
• 5+ years of food & beverage and event planning experience
• Travel is required to other Goodwin offices or event venues, approximately 10% but can increase.
• Must be available at times for events and travel outside of regular working hours (early morning, evening or weekend events).

#LI-MS1

Goodwin Procter LLP is an equal opportunity employer. This means that Goodwin Procter LLP considers applicants for employment, and makes employment decisions without unlawful discrimination on the basis of race, color, gender, gender identity or expression, age, religion, national origin, citizenship status, disability, medical condition, genetic information, marital status, sexual orientation, military or veteran status, or other legally protected status.

Please note: Various agencies of the United States government require employers to collect information on applicants and employees. The National Association of Law Placement (NALP) and certain clients request us to keep track of certain aggregate information regarding lawyers. EEO information requested on this application is for purposes of compliance with these recordkeeping and reporting requirements and to determine recruiting and employment patterns. Submission of this information is voluntary and refusal to provide it will not subject you to any adverse treatment.

This position is eligible for overtime: Yes

Target Salary Range: Boston $53,600 - $80,400 | Los Angeles $53,600 - $80,400 | New York $56,800 - $85,200 | Philadelphia $50,300 - $75,500 | San Francisco $60,100 - $90,100 | Santa Monica $53,600 - $80,400 | Silicon Valley $60,100 - $90,100 | Washington DC $53,600 - $80,400