Manager: Meetings & Events

Overview

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.

Essential Functions:

• Manages coordination of all aspects of in-person client and select internal events, from planning and development to execution and post-event follow-up, in collaboration with the Business Development & Marketing team and other departments such as Alumni, Next Gen, Opportunity & Development and Learning & Development.
• Meets with internal clients to determine goals/objectives for client and select intra-company on-and off-site events.
• Researches, solicits proposals from, and conducts site visits and inspections of potential event properties, including hotels and resorts, restaurants, bar/lounges, and special event spaces. Prepares visual presentations and/or cost-comparison spreadsheets of venue recommendations, as requested.
• Establishes and maintains a database of venues and client needs.
• Creates and manages budgets of varying sizes, tracking and demonstrating ROI and preparing reports for key stakeholders.
• Implements best practices, policies, and workflow procedures to ensure the efficient and effective execution of all events.
• Develops and manages event timelines, communicating deadlines and assignments to marketing business services professionals and consultants, as necessary.
• Uses the firm’s CRM system to run reports, manage lists, and track RSVPs, attendance, follow-up, etc.
• Negotiates cost-effective prices for all events and related services, utilizing resources in other offices and use established vendor relationships when possible.
• Reviews contracts and interface with procurement and internal legal departments.
• Monitors cut-off dates on hotel rooms, guarantee dates, attrition and cancellation clauses.
• Collaborates with our graphic design team on invitations, ads, signage and event collateral and other design projects.
• Utilizes and keep current Business Development & Marketing department calendar of events.
• Creates innovative and unique ideas for client events and select intra-company activities.
• Coordinates all logistical details for client and select intra-company events that may include travel, menu planning, transportation arrangements, hotel accommodations, meeting room set-ups, audio visual equipment, speakers, recreational activities, management of invitation/rsvp process and execute any other related services in conjunction with the event.
• Provides on-site management at event as necessary.
• Post event, meets with client to determine if event goals were met and identify opportunities for future improvement.
• Performs other duties as assigned or required to meet Firm goals and objectives.

Education/Training/

Certifications:

• Bachelor’s degree or equivalent experience required. 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.
• CMP, CSEP, or CMM certification strongly preferred.

Professional

Experience:

• Minimum 7-10 years professional corporate events planning experience.
• Excellent vendor relationships and negotiating skills.
• Strong knowledge of destinations, hotels, event facilities and related vendors.
• Law firm experience a plus.

Technical

Skills:

• Proficiency in Microsoft Office products.
• Experience and familiarity with Inter Action and Vuture a plus.

• Strong written and verbal communication skills, able to communicate…