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: 

• 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 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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