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Conference Services Manager

4 months ago

Charlotte, United States McGuireWoods LLP Full time

Overview

McGuireWoods has a need for a Manager, Conference Services and Hospitality in our Charlotte, NC office. The Manager, Conference Services and Hospitality oversees office meetings and events, both during and after business hours and on occasional weekends. This person also works in tandem with all Conference Rooms/Center employees, some of whom may be outsourced, to ensure the area is appropriately maintained for use at any time. This position is equal parts conference room floor support - setting up beverages and catered meals for meetings and events, and administrative work - maintaining correspondence (via phone and email) with attorneys and practice assistants as well as catering companies and vendors to coordinate meeting/event details; maintain a calendar with meeting/event details as well as organized files of billing codes, invoices and vendor information; electronically enter billing and invoices.

McGuireWoods, one of the world's leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Diversity and inclusion are essential to how we do business, informing how we recruit, retain and promote lawyers and staff to serve clients. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance. Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data.

Responsibilities

* Oversees conference support staff across multiple office locations with efficiency and professionalism.
* Coordinates hosted meetings and events within Conference Rooms/Center from inception to conclusion. Tasks may include, but not limited to, the following: logistics, creating a detailed event resume for internal communication, selection of caterer and/or vendors, menu development, required building arrangements, room and furniture setups and continual follow-up and communication with host.
* Establishes and maintains relationships with caterers, applicable vendors, and property management. The Manager will be the main point of contact for any meeting or event caterer or vendor need. This position will work in tandem with practice assistants, paralegals, attorneys or hosts to surmise requirements and secure necessary quotes, confirm orders, approve/accept delivery, and coordinate with property management on logistics.
* Maintains a high level of client service including positive, professional relationships with established caterers, vendors, and property management.
* Maintains the overall appearance and continuity of the Conference Rooms/Center. Ensures housekeeping, facility, supply and food and beverage standards are continually evaluated and appropriately maintained.
* Ensures reception desk is staffed at all times during normal business hours to include coordination coverage during breaks, lunch, planned and unplanned absences.
* Participates in the preparation of yearly office budget, minimizes controllable costs when possible, and provides explanations to variances on applicable accounts.

Qualifications

* Bachelor's degree with three to five years of managerial experience and/or training in a hospitality or legal environment preferred; or equivalent combination of education and experience.
* Advanced skill level in planning, organization, leadership, and project management.
* Ability to work under time restraints and deadlines and manage conflicting job requirements.
* Advanced knowledge of meeting and events management.

Have more questions? Connect with a recruiter directly.

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