Meetings & Events Coordinator

3 weeks ago

Washington, United States Feldesman Leifer LLP Full time

General Description:

Under the general guidance of the Director of Training & Events, the Meetings & Events Coordinator will be responsible for helping to organize the full lifecycle of the Firm’s training programs to include planning, production, and execution for webinars, workshops, and on-site events as well as assisting with other client-related events. The Meetings & Events Coordinator also provides customer service to clients and attendees, facilitates virtual events via Zoom, and assists in departmental administrative duties.


Duties and Responsibilities:


Event Management

● Serve as Event Lead for the planning and execution of event logistics, including:

  • Event timelines and checklists;
  • Create meetings and webinars in Zoom;
  • Track payments and follow up with unpaid registrants;
  • Function space allocation and room set-ups, AV equipment;
  • Speaker coordination and technical support;
  • Proofreading and producing slides, nametags, handouts, and other materials;
  • Ensure correct number of polls, enter into Zoom, and track timing for CPE credit;
  • Moderate and facilitate virtual and hybrid events via Zoom, serving as in-person and on-camera event host and technical lead;
  • Continuing education credit coordination;
  • Set up meeting space and AV as needed;
  • Test AV equipment for assigned events;
  • Order food and beverage and review banquet event orders;
  • Room block management;
  • Attendee communications, including registration/RSVPs, attendee dietary restrictions and special needs, and messaging on the training registration and learning management platform;
  • Send preliminary survey results to speakers within one business day; and Post-event attendee follow-up.

● Track event expenses during the planning process, and complete event summaries with final expenses within one week of event conclusion.

● Maintain a detailed electronic filing system for all Training Department events.

● Provide feedback and make recommendations for better efficiencies involving the meetings logistics and communication process; seek and suggest possible solutions in order to ensure effective outcomes.

● Serve as lead and/or primary backup for event production.

● Occasional travel to off-site events to provide meeting coordination assistance and serve as on-site virtual host may be required.


General / Marketing Activities

  • Assist in maintaining, developing and leveraging Firm client/prospect mailing lists.
  • Coordinate the shipment of marketing materials for off-site events.
  • Build courses in the LMS as needed.
  • Other duties as assigned.


Experience / Qualifications

  • Bachelor’s degree in Marketing, Business, Hospitality, or a related field required.
  • Minimum 3-5 years of event planning experience, preferably in professional services or
  • associations.
  • Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) required.
  • Skilled in the production of events using Zoom Meetings and Zoom Webinar or similar virtual meeting software required.
  • Ability to work independently as well as on a team.
  • Strong oral and written communication skills with a proven track record interfacing with partners, clients, and other stakeholders.
  • Excellent attention to detail and ability to multitask.
  • Exhibits grace under pressure.
  • Ability to multi-task in a fast-paced environment with shifting priorities and deadlines.
  • Reside in the Washington, DC, metro area and be willing to be in the office a minimum of four days per week.

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