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Event Services Manager

2 months ago

Houston, Texas, United States Akin Gump Full time

Location:
Houston

Schedule:
8:30 AM to 5:00 PM

FLSA:
Non-Exempt

Position Type:
Full-Time/Regular


Akin Gump Strauss Hauer & Feld LLP is a prominent international law firm with a robust presence across the globe, featuring over 900 attorneys in various offices.

We are currently in search of an Event Services Manager, who will report directly to the Office Administrator in Houston.


This role will be based in the Houston office and is tasked with managing the daily functions of the firm's Event Services and Reception teams.

The Event Services Manager is expected to possess in-depth knowledge of the services provided by the department and will be responsible for both executing and delegating tasks to the team.

Most importantly, the Event Services Manager must meet the firm's requirements in a manner that aligns with the Firm's Core Values.


Key responsibilities of this position include:


1. Prioritize and coordinate daily operations for the department, ensuring high-quality work and timely completion of tasks during regular business hours and as needed during overtime/weekends.


2. Provide guidance and support to the team on best practices in the catering industry while adhering to firm standards and protocols.


3. Oversee the online Conference Room Scheduling system, collaborating with the Receptionist to ensure appropriate meeting arrangements, making adjustments as necessary.


4. Manage all aspects of daily meetings, including catering requests and ensuring that each meeting meets firm standards.


5. Supervise amenity offerings, ensuring coffee stations and pantry areas are well-stocked, clean, and inviting.


6. Review and reconcile catering invoices promptly.


7. Manage the event lifecycle, adhering to strict deadlines and budgetary constraints.


8. Maintain an inventory control system.


9. Ensure the department is organized, safe, and orderly.


10. Confirm that all equipment is functioning properly.


11. Facilitate communication within the department and coordinate with other departments within the Firm, such as IT, Marketing, Recruiting, and Facilities.


12. Collaborate on the development and management of departmental budgets, contract obligations, and the financial reconciliation process for all meeting and event invoices.


13. Monitor department productivity and recommend procedures to enhance efficiency.


14. In partnership with the Office Administrator, oversee department personnel, monitor attendance and performance, and conduct discussions regarding such matters as necessary.


15. In conjunction with the Office Administrator, mentor assigned staff and assist in their professional development; implement standards of excellence and customer service.


16. Ensure departmental compliance with office and firm policies as well as legal obligations.


17. Approve department timecards and leave requests.


18. Coordinate in-house events, including room scheduling, catering, decor, and special requests such as audio-visual needs and third-party rentals.


19. Provide event support as needed to the Marketing and Recruiting departments and attorneys.


20. Cover the Reception desk as required, whether performed by the manager or delegated to another team member.


Qualifications (Experience, Knowledge, Skills & Abilities):
1. High School Diploma or equivalent

2. Minimum of 3 years of experience in food services/catering, preferably with significant vendor interaction

3. Supervisory experience is preferred

4. Extensive knowledge of office procedures related to conference, catering, and event planning services

5. Ability to read, comprehend, and follow instructions

6. Excellent verbal communication skills

7. Thorough understanding of the firm's email, calendar, and conference room reservation systems

8. Proficiency with equipment commonly used, including computers, copy machines, printers, kitchen appliances, and telephones

9. Ability to work independently, take initiative, set priorities, and complete projects

10. Ability to meet deadlines and adapt to changing priorities

11. Capacity to manage multiple tasks simultaneously

12. Strong judgment and common sense

13. Exceptional organizational and time management skills, including the ability to organize oneself and others

14. Strong analytical and problem-solving abilities

15. High degree of accuracy in clerical tasks

16. Ability to collaborate with a diverse range of individuals in a team environment

17. Ability to establish effective working relationships within the department, office, and firm

18. Ability to build effective relationships with clients, vendors, and external parties

19. Basic mathematical skills - addition, subtraction, multiplication, division

20. Strong service orientation

21. Legible handwriting

22. Excellent record-keeping abilities

23. Commitment to professional growth

Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility

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Required SkillsRequired Experience