Conference Room Planner

WilmerHale
Miamisburg, OH Full Time
POSTED ON 9/24/2022 CLOSED ON 1/4/2023

Job Posting for Conference Room Planner at WilmerHale

WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States, Europe and Asia. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, excellent legal and client services; developing diversity among our lawyers and staff and encouraging an environment that promotes a results-oriented spirit, teamwork and collegiality by drawing on the outstanding talents and multifaceted experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.

What You Will Do:

Provides courteous and efficient service to both clients and staff for conference services. Coordinates with local offices for daily requirements, office specific needs and updates in the Conference Services Software.

About The Role:

  • Coordinates the scheduling of all US conference rooms for attorneys and staff.
  • Monitors the daily conference schedule in each US office as well as the firm wide video/audio conference schedule to ensure conformance to meeting requirements.
  • Records all food function requests; works with caterers and other purveyors on a daily basis to place and follow up on food orders; acts as a liaison between in-house catering and the firm by way of ordering all catering services in offices with on-site catering.
  • Acts as a liaison to coordinate local services such as IS and facilities in regards to conference room services.
  • Coordinates conference room requirements with the appropriate departments in each office.
  • Reviews invoices related to meetings and events for accuracy and submits same for payment.
  • Provides conference room, catering and audio visual metrics for all US offices.
  • Keeps current on changes in each US office that impact Conference Services and maintains the conference scheduling software accordingly.
  • Attend weekly meetings with local operational team to review upcoming meetings and logistics.
  • Assists in developing firm wide standards and procedures for conference services.
  • Runs daily and weekly reports for the department as needed.
  • Provides on-call coverage for last minute meeting room bookings approximately once per month.
  • Assists with tracking ticket requests to concerts and sporting events for utilization of the firm’s box suite(s).
  • Builds Vuture invitations for external facing events and webinars.
  • Contributes to the firm’s Service Excellence initiative to consistently improve its image internally and externally. Displays professionalism, quality service and a “can do” attitude to internal members/departments of the Firm as well as external clients and vendors via electronic and print correspondence, over the telephone and in-person.
  • Excellent computer, communication, and organizational skills.
  • Excellent customer service skills.
  • Ability to work independently, with minimum supervision.
  • Ability to work under pressure and complete assigned task on a timely basis.


Required Skills

Required Experience

Education:

  • High School Diploma is required.

Experience:

  • One year experience working in an office environment preferred.
  • Scheduling or meeting coordination a plus.
  • Due to recent promotions, we are looking to hire 2 Conference Room Planners. The shifts for those positions are:
  • 9am-6pm: M-F
  • 8am-5pm T, W; 10am-7pm M, Th, F

Upon joining the firm new hires will go through our onboarding program and be paired with a staff mentor to help them acclimate to the firm. Additionally, there will be opportunities for new employees to take advantage of training and development, public service, and diversity and inclusion programs.

WilmerHale is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, gender identity, national origin or ancestry, age, disability or veteran status, or other protected status.

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