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    Conference Services Manager - Chicago, United States - Mayer Brown

    Mayer Brown
    Mayer Brown Chicago, United States

    3 weeks ago

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    Description

    Overview:


    Mayer Brown LLP is a leading global law firm with offices in 27 key business centers across the Americas, Asia, Europe and the Middle East.

    We are a collegial, collaborative, and diverse 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.


    If you enjoy working with team members whose defining characteristics are achievement, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Conference Services department in our Chicago office, as a Conference Services Manager.

    The Conference Services Manager is responsible for the daily operation of the Conference Center and floor conference rooms.

    Manages and provides support for meetings, conferences and receptions including special events from initial booking through to execution and post-event follow up.

    Evaluates and conceptualizes client needs and desires for a variety of activities and makes all necessary arrangements to execute the firm's and clients objectives.

    Coordinates appropriate workflow and assignments of all affiliated service departments.


    Responsibilities:

    Essential Functions:
    Manages planning and execution of both internal and external events including budget, communications, venues, staff, etc.

    Coordinates Firm receptions and events including monthly partner meetings, client and marketing events and office social functions both on site or off premises as needed

    Works with AV and IT departments to ensure timely technical support is provided and is matched to the needs of the event.

    Looks for continual process improvement in service delivery, support and notification
    Evaluates proposed and scheduled meeting setups, support and service levels to assure that attendees needs are met.

    Evaluates additional furniture, equipment, staff or other needs to ensure best configuration and support for event.

    Presents business case where needed to solicit critical items
    Supports services utilized by the Conference Services Center including, but not limited to AV, IT, food services, reception, and office operations/facilities
    Establishes and maintaines relationships with vendor and venues
    Manages Conference Services Coordinator.

    Collaborates with managers of outsourced food services and reception personnel to ensure that staff understands their assigned tasks and delivers consistent, customer-oriented service.

    Mentors teams to anticipate and elevate the service standards of excellence in all areas of department
    Initiates, develops and tracks standards of service and usage through various reporting methods and logs as needed to ensure information is captured in respective mission critical areas
    Prepares annual budget for Conference Services and performs variance analysis as required
    Ensures servery and event offerings are of the appropriate quality, selection and presentation. Continually evaluate staffing and menu against event requirements for appropriate staffing level and efficiency

    Accounts for the implementation, training and smooth operation of NFS Rendevous automated conference room reservation system in Chicago and other Mayer Brown offices as needed.

    Develops policies and procedures of the databas as needed
    In conjunction with Office Operations coordinates maintainance of coffee and vending machines on all floors. Assures machines are operating effectively with a wide assortment of selections.

    Handles refunds when needed
    Maintains the highest level of finish, cleanliness, organization and readiness in the Conference Center and among the staff
    Manages department in a cost effective manner
    Performs other duties as assigned or required to meet Firm goals and objectives


    Qualifications:

    Education/Training/Certifications:
    Bachelors 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 ten years of experience in a professional services organization, required
    Prior experience working in a law office setting, preferred
    Prior supervisory experience required


    Technical Skills:
    Proficiency in Microsoft Office products, required
    Knowledge of conference/meeting 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 vendors
    Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
    Ability to maintain composure and objectivity under pressure, must be able to assess and select alternative courses of action quickly and accurately
    Must be a self-starter with a high level of initiative
    Strong customer service skills, able to anticipate needs and exercise independent judgment
    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


    Management Accountabilities:
    Manages processes for direct reports in regards to performance appraisals, annual compensation, goal setting and performance counselling
    Demonstrated leadership and supervisory experience
    Operational budget analysis and recommendations
    Conducts analysis of staffing levels and participation in the recruitment process
    Able to determine and implement change processes to improve workflow efficiencies
    Process- and service-oriented with strong leadership and project management skills
    Able to set priorities and delegate in an efficient manner


    Physical Requirements:
    May require occasional lifting of up to 20 lbs.


    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.

    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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