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Conference and Event Services Supervisor
Job Overview
Employment Type
Full-time
Compensation
Salary
Range $55,700.00 - $78,300.00
Work Schedule
Standard Hours
Flexible
Weekend Shifts
Benefits
Medical insurance
Dental Insurance
Vision Insurance
401k with Employer Contribution
Transportation fringe benefit program
Back-up care option
Paid Time Off
long-term disability
short-term disability
Job Description
Katten Muchin Rosenman LLP is a prestigious full-service law firm with nearly 650 attorneys located across the United States, as well as international offices in London and Shanghai. The firm is well-known for providing sophisticated, high-value legal services to a diverse client base, including public and private companies from various industries, government agencies, nonprofit organizations, and individual clients. Katten's core practice areas span corporate law, financial markets and funds, restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit, and private wealth. This broad expertise and global presence make Katten a highly respected and influential... Show More
Job Requirements
- Bachelor’s degree is preferred or equivalent combination of education and experience
- A minimum three or more years of experience in event planning or conference center management, preferably in a law firm, professional services or hospitality environment
- Direct supervisory experience
- Strong communication skills
- Project management experience
- Proficiency in Microsoft Office Suite
- Experience with Event Management Systems
- Excellent organizational skills
- Ability to work onsite five days a week initially
- Ability to manage staff and coordinate multiple priorities
- Strong problem-solving abilities
- Ability to maintain confidentiality and professionalism
- Ability to work in a fast-paced environment
- Excellent interpersonal and written communication skills
- Ability to perform detailed mathematical calculations
- Knowledge of vendor management and budgeting.
Job Qualifications
- Bachelor’s degree is preferred or equivalent combination of education and experience
- A minimum three or more years of experience in event planning or conference center management, preferably in a law firm, professional services or hospitality environment with direct supervisory experience
- Strong communication and project management experience is also preferred
- Proven leadership characteristics, including the ability to achieve results through others, manage multiple priorities and projects, handle complex relationships, and develop employees
- Supervisory skills necessary to interact and communicate with subordinates, provide instruction, direction, training, determine work priorities, and coordinate the activities of a work team
- Ability to plan, coordinate, and direct the work of subordinate staff engaged in various professional, technical, and clerical functions
- Analytical skills requiring an aptitude for detail, precision, and logic with comprehensive office administration experience
- Exhibit high degree of initiative and critical-thinking skills in exercising independent judgment and making decisions in a fast-paced, deadline-driven, detail-oriented work environment
- Proactive with excellent troubleshooting, problem resolution, and follow-through skills
- Outstanding interpersonal, verbal, and written communication skills
- Ability to communicate with courtesy and diplomacy
- Ability to efficiently follow written and verbal instructions
- Ability to provide information and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts
- Exceptional organizational skills including record keeping, data collection, and system information
- Ability to compile and analyze complex data and furnish concise, detailed information in report format, written correspondence, e-mail, or verbally
- Proficient skills in Microsoft Office Suite (Excel, Word, PowerPoint and Outlook), EMS (Event Management System), Maptician, Canva and ability to learn new systems quickly
- Ability to perform detailed mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying calculations on forms and documents, submitting expense reimbursements, and preparing and compiling statistical data for various reports and in accordance with the office budget.
Job Duties
- Oversee and support the New York reception, event planning, food services, AV and conference services teams in the delivery and execution of all external and internal events in the New York office
- Provide professional, educated, creative advice to create a successful event, ensuring the work performed meets the business needs and operations of the firm including venue approval, event format, budget adherence, etc
- Ensure the successful execution of all logistical aspects of each event
- Assist with the menu selection, AV, room layout, etc
- Ensure sufficient event staffing and provide professional event management services onsite at the actual event, as needed
- Source vendors, request pricing for services (as needed), evaluate proposals and make recommendations to leadership on venues that will accommodate specific program needs
- Oversee and coordinate scheduling of conference rooms and event spaces through EMS (Event Management System), including a comprehensive meeting calendar ensuring optimal communication between on-site teams and meeting organizers
- Consistently deliver high standards of care during events, exceed client expectations and anticipate needs
- Identify new processes which improve the client experience, efficiency and effectiveness of service delivery, performance, quality, etc
- Initiate, design, and execute themed office-wide events that enhance employee relations, including but not limited to decor, music, graphics, and menus in collaboration with the Director of Office Administration
- Facilitate catering for meetings and events
- manage invoices and chargebacks as appropriate
- Manage and assist with firm-wide milestone events held in the New York office
- Coordinate directly with the Senior Administrative Services Manager and Professional Development teams to confirm hotel block bookings, event venue contracts, travel, and on-site programming
- Provide personnel management of assigned reception staff which includes interviewing, coordinating assignments, absenteeism coverage, training, performance evaluation, discipline, and conflict resolution
- Conduct office tours as needed, and serve as the first on-site point of contact for new hires
- Lead weekly meetings with department leaders from catering, facilities, and information technology teams to review details and answer questions regarding upcoming large meetings, conferences, and events
- Assist with administrative projects as assigned by the New York Director of Office Administration
- Five days a week on-site presence is required at the start of employment
- after an initial period, employees may be considered for up to one remote workday per week, subject to approval by the Director of Office Administration
- Directly supervises Reception employees and is responsible for their overall direction, coordination, and evaluation
- Carries out supervisory responsibilities in accordance with the firm’s policies and applicable laws
- Responsibilities include interviewing, training, and developing employees
- planning, assigning, and directing work
- administering the performance appraisal process
- budgeting
- rewarding and disciplining employees
- addressing complaints and resolving problems
- and making recommendations for hiring, promotion, bonus amounts, compensation, and termination.
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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