What are the responsibilities and job description for the Meeting Coordinator position 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 cultivating an environment that promotes an ambitious spirit, collaboration and collegiality by drawing on the extraordinary talents and dynamic experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.
What You Will Be Doing
In this position you will be providing courteous and efficient service to both clients and staff for coordination of onsite meetings. In addition, you will be coordinating with conference room planners for daily requirements and office specific needs.
About This Role
- Reviews monthly/weekly conference room meeting schedule to determine meeting needs.
- Coordinates internal meetings and special events, working with event owners and contacts.
- Proactively initiates contact with internal event owners on upcoming/potential events.
- Works with food service vendor to provide special menus, linens, china etc. as needed.
- Contacts meeting owners as necessary to finalize and confirm meeting details. Checks meeting services prior to meetings to ensure all requirements are established and ready.
- Holds daily meetings with facilities, BSC Conference Room Planners, food service and IS to review the upcoming week’s details.
- Liaisons with Conference Room Planners, as needed, to confirm meeting details and update office information in scheduling system.
- Reviews invoices related to meetings and events for accuracy and submits same for payment including food service catering and outside billing.
- Assists with monthly and annual events by planning themes, ordering décor, working with vendors, and planning menus.
- Builds invitations for assigned events and incorporates software to track RSVPs. May also be called on to assist with building invitations for Client Development events or webinars.
- Handles special requests and/or problems and recommends appropriate solutions.
- Assists with external events to include managing RSVPs, the RFP process, event collateral, event staffing, registration, etc.
- Assumes additional responsibilities as assigned including support to the DC operations department as needed; works closely with Office Administrator / Director and Operations / Administrative group for local standards, budgeting and workflow.
- 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.
