Specialist: Conference Services Events

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do. We are a collegial, collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential, all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm. Specialist: Conference Services Events The Specialist: Conference Services Events is responsible for the planning, organization, and execution of internal events held onsite at the firm’s Conference Center, as well as off‑site events. The Specialist is accountable for delivering high‑quality, large‑scale, and engaging experiences in support of employee‑facing programs including celebrations, appreciation events, social gatherings, client meetings, conferences, and receptions. Additional responsibilities include conducting research and need assessments, evaluating business trends and best practices, vetting and selecting vendors, and reviewing proposals to ensure alignment with Firm objectives and budgetary requirements. Responsibilities Responsible for end‑to‑end planning and executing large‑scale in‑house events serving hundreds of attendees (seasonal celebrations, themed lunches, happy hours, employee engagement events, and client conferences and receptions) Manage all event‑related logistics including food and beverage service, décor, entertainment, rentals, appropriate staffing, AV, and external vendors Research, vet, and evaluate prospective vendors by assessing quality, reliability, pricing, and alignment with firm standards, making recommendations or selections based on that analysis Evaluate and conceptualize firm needs, preferences, and event objectives Develop new social events for Practice Groups and Business Services staff Partner with internal stakeholders on content, logistics, and timelines; collaborate with internal service providers (Catering, AV/IT, Operations/Facilities, Office Services) to ensure successful outcomes Lead planning and executing external events, including: Budget development and tracking Venue sourcing and conducting site visits Vendor management Event communications and marketing coordination Timeline development and schedules Ensure all events are executed within budget and aligned with organizational standards Oversee floor‑based snack and themed food drops for firm‑wide celebrations (holidays, sporting events, engagement activations) Track expenses, invoices, and budgets Develop post‑event summaries and evaluations; track historical details year over year Maintain vendor relationships and negotiate pricing where appropriate Schedule events through the room‑booking software; identify booking conflicts or potential conflicts and suggest solutions Create floor plans and oversee event setup and breakdown, ensuring high standards of presentation and service Serve as on‑site support during events to troubleshoot issues and ensure positive attendee experiences Create and distribute invitations for internal events; track RSVPs and additional specifications when necessary Create and post digital signage for upcoming events Support departmental reporting and documentation needs Provide support to the Conference Services Team (Reception/Coordinator) as requested by the Conference Services Manager Perform other duties/projects as assigned or required to meet department and/or Firm goals and objectives Education/Training/Certifications Bachelor’s degree in Event Management, Hospitality, Communications, or a related field preferred. Qualifications, Experience and Personal Attributes 3‑5 years of experience in event planning, conference services, hospitality, or a related field. Proven experience managing the full lifecycle of large‑scale events with 100+ attendees, required. Prior experience working in a law office or professional services setting, required. Technical Skills Knowledge of conference/meeting software, preferred. Proficiency in Microsoft Office. Strong familiarity with virtual meeting platforms. General understanding of Conference Center operations and standard event technology, including microphones, confidence monitors, and other core AV equipment. Performance Traits Strong written and verbal communication skills and interpersonal skills; able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors. Ability to work in a diverse team environment and effectively support the demanding needs of the Firm. Ability to maintain composure and objectivity under pressure, assess and select alternative courses of action quickly and accurately. Self‑starter with a high level of initiative. Strong customer service skills, ability to anticipate needs and exercise independent judgment. Strong attention to detail, organizational skills, and ability to handle multiple projects. Maintains confidentiality and exercises discretion. Exercises solid strategic thinking and problem‑solving skills. Vendor negotiation. Creative thinking and event conceptualization. Physical Requirements May require occasional lifting of up to 25 lbs. This description is not exhaustive; the Firm may modify it at any time at its sole discretion; nothing herein creates an employment contract or alters the at‑will nature of employment. We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401(k) savings plan, backup childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request an accommodation related to the application process or interview, please email View email address on click.appcast.io . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. Mayer Brown works with select external search firms that have been vetted against our standards. Firms without a contract or agreement with Mayer Brown are not authorized to represent that they are working with the Firm, nor are they entitled to placement fees. Mayer Brown does not accept unsolicited CVs from external recruiters. Submission of an unsolicited CV to Mayer Brown or any of its Partners or employees will not establish any right of priority for the submitting agency. Posted Pay Range The typical pay scale for this position is between USD $72,000.00/Yr. and USD $96,000.00/Yr., although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified. #J-18808-Ljbffr Mayer Brown