This role in Lexington, Ky. performs a variety of duties to coordinate meetings and events firmwide, both in local offices and across multiple firm offices and/or offsite locations. Responsibilities include using firm scheduling software to coordinate all food, audio visual and additional needs for meetings, and updating the Firm Meetings and Events Calendar.
Schedules and coordinates logistical details required for training sessions, various meetings, and special events firmwide, and maintains contact with attorneys, directors, managers and presenters to ascertain and confirm needs are met. Additionally, maintains daily contact with Conference Center personnel in all offices of the firm to coordinate and confirm meeting arrangements, and ensures that appropriate room size, room set-up, multimedia equipment and meals/refreshments are reserved for each meeting. Sends invitations to meeting attendees and monitors meeting attendance; adjusts food orders or cancels meetings in response to anticipated attendance and communicates all appropriate information to Conference Center contacts. Responds to conference reservation requests in a timely manner; enters meeting data using firm scheduling software, and coordinates with food service and multimedia personnel as well as with other staff to process requests for food, beverage, audio/visual and other meeting services. Administers Firm Meetings and Events Calendar. In the local GSC (Lexington) office, may be required to check conference room set-up and service provisions prior to meetings/events and greet meeting host and guest presenters, as well as maintain cleanliness and appearance of reception area and conference rooms. Will confer with meeting host to plan menus for special events, communicate with catering contact and chef to coordinate menu plans for meetings, and collaborate with Multimedia to ensure AV needs are met, as well as respond to last minute changes and requests for food services and multimedia set-ups, offering solutions that can be executed quickly to satisfy needs. May be required to use firm diagramming software to create room layouts; enforces and complies with firm Media Support Plan.
The successful candidate will have a High School Diploma, Associates Degree preferred, and 2-3 years of related conference/event planning or service industry experience. Must possess strong communications, interpersonal and customer service skills and the ability to interact effectively and professionally with all levels of personnel. Ability to organize and prioritize multiple assignments, work under pressure, and use initiative to accomplish results in an accurate, timely manner. Proficient personal computer skills and knowledge of firm software including word processing, spreadsheet, email, database and conference scheduling, diagramming, and calendaring software required.
To apply, submit a resume and cover letter to firstname.lastname@example.org .