Conference Center & Events Specialist

International Executive Service Corps; Washington (District of Columbia); On-site; USD 58,000 - 85,000; Full time

Job summary

An established industry player is seeking a dedicated Conference Center & Events Specialist to join their Office Administration and Operations team. This role is crucial for executing high-level events and ensuring exceptional client service in the Washington, D.C. office. The ideal candidate will have extensive experience in event planning, client service, and hospitality, making them a key player in enhancing the client experience. With a focus on collaboration and innovation, this position offers a chance to work closely with various teams to create memorable events and maintain high standards of service. If you thrive in a dynamic environment and are passionate about client satisfaction, this opportunity is perfect for you.

Benefits

Medical Coverage

Dental Coverage

Vision Coverage

Life Insurance

Disability Coverage

Parental Leave

Community Service Day

Education Reimbursement

Wellness Program

Competitive Profit-Sharing

Qualifications

• 5+ years in client service-focused roles with event coordination experience.
• Strong proficiency in Microsoft Office and conference room booking tools.

Responsibilities

• Plan and execute internal and external events, ensuring client satisfaction.
• Oversee daily operations of the Conference Center and manage vendor staff.

Skills

Client Service

Event Planning

Customer Service

Communication

Microsoft Office

Invoice Processing

Education

Experience in Hospitality Industry

Tools

Conference Room Booking Tool

Microsoft Word

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Job description

At MoFo, we couldn’t write our own success story without yours. Ready to write your story?

Join MoFo as a Conference Center & Events Specialist on our Office Administration and Operations team!

The Conference Center & Events Specialist role is responsible for the successful high-level execution of all internal and external client service touchpoints for the DC Office. These operational areas include conference and event spaces, client reception, attorney offices, and new-hire work areas. The role also involves providing high-profile event planning and overseeing all levels of assigned local and firm-wide events, primarily in the DC area, including hands-on support for all events. The Conference Center and Events Specialist (CCES) is tasked with enhancing the client experience by personalizing the service and support provided. Additionally, the CCES provides daily oversight and direction to the on-site service partner to ensure continuous process improvement in support of these experience objectives. Ensures client service and satisfaction are attained in all areas of position.

DC and Firm-Wide Event Planning

Assist the Travel and Events and Marketing teams in jointly planning and executing in-office seminars, internal and external client meetings, seminars, and training events. Establish and maintain excellent relations across all offices, internal departments, and third-party vendors, communicating details to appropriate parties and managing client expectations.

Work closely with the Director of Travel and Events and team to ensure meetings and events in all domestic offices (primarily DC) are effectively and efficiently planned, consistently professional, and cost-effective.

1. Develop timelines for domestic meetings and events to ensure deadlines are met, details are coordinated, participants are informed, etc.
2. Coordinate various aspects of program registration to ensure registration is seamless.
3. Coordinate closely with Marketing to ensure that program and events materials are prepared in a timely manner and follow Firm standards.
4. Provide in-person, on-site support as needed for meetings and events. Coordinate closely with Marketing Managers to ensure programs run seamlessly.
5. Under guidance from the Travel and Events Manager, assist in negotiating site contracts and other agreements as needed.
6. Work with Meeting/Event owner in the selection of sites for meetings and events.
7. Coordinate transportation and travel logistics for meetings and events.
8. Maintain complete and organized electronic records of all meetings and events.
9. Maintain accessible and complete records regarding resources, key contacts, etc.
10. Perform site visits to restaurants and other venues to vet their appropriateness for MoFo events. Maintain a database of East Coast venues appropriate for internal and client meetings and receptions.
11. Maintain relationships with East Coast venue event managers to take advantage of discounts.
12. Availability before and after business hours and assigned schedule to support DC and firm-wide events as needed.

Oversee the daily operations in the Conference Center; to include client reception areas to ensure all procedures are effectively coordinated and every team member is consistently providing high-level client service. Ensure internal and outsourced vendor staff exercises effective independent judgement.

Proactively communicate with internal and external clients to ensure all events-related needs are met.

Lead planning and coordination of all services related to VIP, high level, firm-wide and DC office meetings and events in the Conference Center, including social functions, department meetings, and clients’ use of space.

Review, approve, and process invoices related to DC Conference Center and events.

Enforce established client services objectives throughout the DC Conference Center; proactively build understanding of client needs, establish effective client relationships, anticipate future needs and proactively pursue client service enhancements.

Maintain an overall understanding of conference room booking needs and collaborate with departments such as catering, facilities, and technology services.

ABOUT YOU

Minimum of five years of experience in a similar position in a client service-focused industry to include coordinating and leading client service functions, greeting guests, and providing superior customer service to visitors.

Experience in the hospitality industry required.

Strong proficiency with Microsoft Office programs, including Word, Outlook, Excel, and PowerPoint. Proficiency with conference room booking tool.

Experience with processing invoices.

Expertise in online database and Intranet research; ability to apply technology proactively to support client service objectives.

ABOUT MOFO

At MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition.

MoFo offers a comprehensive benefits package starting on your first day.

• A variety of options for medical, dental, vision, life and disability coverage to meet the needs of you and your family.
• Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.
• Global wellness program, including free access to Talkspace and Calm apps.
• Annual community service day to make an impact on your community and a birthday holiday just for fun.
• Education reimbursement annually.
• Dedicated Talent Development team.
• Competitive annual profit-sharing contribution.

Where required by law, salary ranges are stated below. Additional compensation may include a discretionary bonus, overtime as applicable, health/welfare benefits, retirement contributions, paid holidays, and PTO. The range displayed is specifically for positions performed in those cities/states and may vary based on factors including but not limited to the following: local market data and ranges; an applicant's skills and prior relevant experience; and certain degrees, licensing, and certifications.

Washington, D.C. salary range: $58K to $85K