Events Coordinator

Support the Events and Communications Manager in the planning and execution of firm-wide events, office events and practice group events (both internal and external). This includes, but is not limited to, Steptoe & Johnson LLP hosted seminars, receptions, special events and programs, including the firm's participation in trade shows and conferences, and firm-wide retreats. Responsibilities include: identifying and developing event strategies, including mission, budget, target audience, topics, speakers, and format, where appropriate; serving as primary point of contact for internal events; coordinating event logistics with any co-sponsors and/or speakers; assisting with the invitation process and managing the RSVP process; coordinating selection and production of handout and presentation materials, nametags, signage, gifts, etc.; providing on-site event support as needed; maintain project timelines and status reports; provide regular updates; generating a "lessons-learned" document following each event outlining ROI, what worked, suggested improvements, etc.; proactively meeting the needs of the Events & Communications Manager while managing expectations and communicating effectively and efficiently; and tracking and reporting associated expenditures for all events. 4-5 years professional experience with a focus on marketing and event planning. Proficiency in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat. BA/BS: Marketing, Public Relations, Communications, English, or similar discipline required.

Equipment Rental

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• Audio Equipment
• Video Equipment
• Conferencing
• IT Rentals
• Staging Equipment
• Lighting Equipment
• Production Equipment

*Event Staging & Management

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• Event Planning & Management
• Event Staging & Installation
• Conference Setup
• Event Coverage & Webcasting
• Event Coverage

*Conferencing

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• Video Conferencing
• T??onferencing
• Audience Response Systems
• Translation Booths

*Media Production Studio

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• Media Recording
• Video Production
• Motion Graphics
• Web Design & Development
• Graphic design & Digital Imaging

*Advertising Solutions

*

• Identity Branding
• Printing
• Direct Mailing
• Online Advetising

*Communications Services

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• Corporate Conferencing theater
• CCTV Installation
• Trade Shows
• Training Presentations

*Resource Center

Description

* assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
* allocation of resources to enable task performance
* coordinate office staff activities to ensure maximum efficiency
* evaluate and manage staff performance
* recruit and select office staff
* organize orientation and training of new staff members
* coach and discipline office staff
* design and implement filing systems
* ensure filing systems are maintained and current
* establish procedures for record keeping
* monitor record keeping
* ensure security and confidentiality of data
* design and implement office policies and procedures
* ensure office policies and procedures are being adhered to
* analyse and monitor internal processes
* implement procedural and policy changes to improve operational efficiency
* prepare operational reports and schedules to ensure efficiency
* monitor and maintain office supplies inventory
* review and approve office supply acquisitions
* maintain a safe and secure working environment
* handle customer inquiries and complaints
* manage internal staff relations
Job Responsibilities
Key responsibilities of the Director of Event Management position include:

• Overseeing Event Management Team in the execution of hotel events; ensuring a seamless turnover through communication and coordination with Sales, Hotel Departments and the Customer
• Preparing all documentation of the events to the satisfaction of the customer and with all appropriate hotel departments
• Ensuring the accuracy of Event Management Team resumes
• Communicating and confirming details of events with customers
• Acting as a liaison between sales team and customer through the event sales process
• Making presence known to customer during the event and being available to solve problems and/or suggest alternatives to previous arrangements
• Working with hotel team members to solve operational challenges
• Servicing high-profile events
• Recommending specific hotel improvements of services for customers, resulting in greater group bookings and client satisfaction
• Following up with customers post event
• Analyzing business opportunities on a daily basis via daily revenue management meetings
• Training, supervising and working with all members of the Event Management Team in order to ensure that all groups receive service that builds customer loyalty
• Scheduling and assigning in detail, specific duties to all employees under supervision for the efficient operation of the Event Management Team, ensuring coverage of functions in accordance with productivity standards
• Conducting weekly one-on-one meetings and Key Success Factor review meetings for Event Management team members
• Working closely with Catering and Sales Teams to generate new business and service accounts
• Leading pre-convention meetings for assigned groups
• Partnering with and developing relationships with preferred vendors