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Lead Event Coordinator

2 months ago

New York, New York, United States Debevoise & Plimpton Full time

Lead Event Coordinator

Conference Services Division

Debevoise & Plimpton LLP stands as a distinguished law firm renowned for its exceptional practices, global insight, and robust New York heritage. Our clients depend on us to deliver a uniquely high standard of quality, intensity, and creativity to effectively and efficiently tackle legal challenges. We are committed to recruiting skilled and dedicated individuals to join our administrative team. Leveraging our strong culture and structure, we aim to provide the best service to our lawyers and clients through genuine collaboration. The firm is in search of a full-time Lead Event Coordinator to play a vital role within the Conference Services Division.

The Lead Event Coordinator will oversee the planning and execution of flawless events, ensuring a welcoming and professional atmosphere for all participants while managing a significant volume of daily events and addressing numerous last-minute requests and orders.

Key Responsibilities:

Event Planning Oversight

  • Collaborate with firm partners, attorneys, and staff to ascertain their conference and event requirements and objectives.
  • Plan, coordinate, and execute a diverse array of meetings, conferences, seminars, and special events hosted by the firm, managing a high volume of daily activities.
  • Address multiple last-minute requests and orders, showcasing adaptability and resourcefulness in delivering outstanding event experiences.
  • Utilize technology and conference booking systems to optimize event logistics and facilitate communication with other departments.
  • Negotiate and coordinate with external vendors, on-site service providers, and internal departments such as Reception Services, Facilities, Catering, and AV to secure necessary services for events.
  • Demonstrate proficiency in curating various menu options while collaborating with our on-site catering team.
  • Respond promptly and effectively to inquiries and requests from those needing space or information regarding the conference center.

Team Development

  • Assist the Conference Services Supervisor in fostering a high-performing team through training, guidance, and best practices.
  • Encourage a collaborative and positive work environment that promotes creativity, teamwork, and a strong focus on hospitality service.
  • Step in during the absence of the Conference Services Supervisor.
  • Provide additional support when necessary for other departments such as Reception, Catering, Conference Center Operations, and Audio Visual.

Client and Guest Engagement

  • Serve as the primary contact for clients and guests attending events, addressing inquiries and delivering exceptional hospitality service before, during, and after events.
  • Build strong relationships with senior leadership, understanding their preferences and delivering tailored experiences.
  • Proactively anticipate and resolve any issues or concerns that may arise during events in a timely and professional manner.
  • Conduct post-event evaluations to assess the success of each conference or meeting, gathering feedback from attendees and stakeholders.
  • Utilize feedback to identify areas for enhancement and implement improvements for future events.

Qualifications:

  • Bachelor's degree in Hospitality Management, Event Planning, Business, or a related field.
  • Demonstrated experience (typically 5+ years) in conference services, event planning, or a similar capacity, with a proven record of successful event execution.
  • Strong leadership and team management capabilities, with the ability to inspire and guide a team effectively.
  • Exceptional organizational and time-management skills to manage multiple projects concurrently.
  • Outstanding interpersonal and communication abilities, both written and verbal, to engage confidently with clients, senior leadership, and firm personnel.
  • Comprehensive knowledge of event planning best practices, vendor management, and budgeting.
  • Proficiency in utilizing event management software and Microsoft Office Suite.
  • Experience in leveraging technology and conference booking systems to enhance event planning and execution.
  • Willingness to work outside standard business hours when necessary, including early mornings, evenings, and occasional holidays and weekends, to ensure successful event execution.
  • A passion for delivering exceptional hospitality service and creating memorable experiences for attendees.

APPLICATION PROCESS:

A resume is required to apply for this position.