Conference & Meeting Coordinator

The Washington, DC office of Cooley is seeking a Conference & Meeting Coordinator to join the Facilities/Office Services Department.

Position summary: The Conference & Meeting Coordinator is responsible for helping to oversee the systems and processes of day-to-day functions for catering and meetings, all with an eye towards exceptional customer service to clients and guests. They will coordinate with the facilities, guest services team and other departments in overseeing the seamless operation of the conference center and meetings, both onsite and offsite. Specific duties include, but are not limited to, the following:

Position responsibilities:

Catering:

• Place food orders for meetings and special events. Monitor food services to ensure on time delivery and setups
• Coordinate with departments on catering selection and menu options. Upload catering selections in EMS system or other catering request tools

Coordination:

• Coordinate with facilities/guest services staff daily on logistics for scheduled meetings and catering events
• Coordinate check-in and food tables for special events and roundtables
• Coordinate staffing with facilities, guest services or operations manager, respectively

Meetings/special events:

• In conjunction with the marketing department, were appropriate, coordinate special office events. This may include scheduling, catering, decor, staffing, entertainment, operations and materials
• Review, approve and process invoices related to conference center, events and on-site vendor
• Develop objectives for each meeting and special events, ensuring adherence to budget. Prepare formal post-event analysis, including final attendance numbers, budget summaries and client and attorney feedback
• Review and develop standard layouts for meetings
• Oversee meetings, special events and respond quickly to resolve problems
• Assist in planning meetings and special events with attention to budget and time constraints
• Evaluate the success of meetings and solicit catering feedback. Maintain report tracking this information
• Ensure all contracts and certificates of insurance are in order for all meetings and special events (excluding those managed by marketing). Work with HR on COI requests
• Other meeting planning logistics, as needed

Scheduling:

• Schedule conference rooms, catering, and equipment. Work closely with facilities, guest services staff and local Information Services (IS) to ensure meetings are setup as planned. Respond promptly to resolve issues with excellent customer service
• Ensure that client contact information and invitee lists for events are entered in EMS
• In applicable offices, collect visitor information and enter in security system

Technology:

• Work with IS and maintain updates in EMS
• Coordinate meeting AV equipment, Zoom connections with IS

Other:

• All other duties as assigned or required.

Skills and experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required
• 3 + years' relevant experience with emphasis in concierge, hospitality and/or event coordination
• Strong knowledge working with EMS and online catering request tools

Preferred:

• Previous computer/typing experience
• Prior receptionist/concierge desk experience
• Experience in a law firm

Competencies:

• Proven record of accomplishment with organizing successful events (both small and large-scale)
• Pleasant and professional demeanor with clear speaking voice
• Excellent telephone skills
• Possesses a reliable and cooperative manner, a "can do" attitude and who demonstrates resourcefulness
• Ability to work well with clients, support staff and attorneys without supervision.
• Excellent organizational skills, competent in vendor management and problem-solving abilities
• Ability to work well under pressure and perform repetitive tasks
• Excellent follow-up skills and attention to detail
• Ability to handle customer complaints in an effective and tactful manner
• Punctual

Reporting to this position: No direct reports.

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $26.50 - $32.50 ($55,120.00 - $67,600.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience, and skillset of the candidate.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.