Conference Services Support Specialist

Mcguirewoods; Chicago (IL); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading law firm in Chicago seeks a Conference Services Support Specialist to enhance client experiences in their conference center. This on-site role demands strong organizational skills, teamwork, and flexibility for evening events. Join a collaborative environment that values diversity and inclusion.

Qualifications

• 2+ years in hospitality with event planning experience.
• Ability to manage multiple tasks and work non-traditional hours.

Responsibilities

• Manage conference room scheduling and oversee events.
• Coordinate food and beverage arrangements and maintain cleanliness.

Skills

Communication

Teamwork

Organizational Skills

Critical Thinking

Education

High school diploma or GED

Tools

MS Office

Job description

Overview

McGuireWoods has an opening for a Conference Services Support Specialist in our Chicago office. The Conference Services Support Specialist is an integral member of the operations team in helping to support the activities scheduled in the firm's conference center.This position may work alone or in tandem with other conference center employees, some of whom may be outsourced, to ensure appropriate duties are carried out with the highest level of customer service, for both internal and external clients, and the facility is appropriately maintained at all times. The ideal candidate is a go-getter who possess strong organizational skills with a keen eye for detail, committed to delivering excellent client service, enjoy working collaboratively and are flexible in providing operational support for evening events when necessary. This is an essential on-site position requiring in-office presence five days a week.

McGuireWoods, one of the world’s leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834.Diversity and inclusion are essential to how we do business, informing how we recruit, retain and promote lawyers and staff to serve clients. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance.OurApplicant Disclosuresdescribe your rights. OurPrivacy Statementdescribes how we will process and safeguard your personal data.

Responsibilities

• Reception desk responsibilities, including but not limited to handling and directing incoming calls, welcoming clients and visitors and coordinating guest office and team room assignments for internal personnel.
• Oversees conference room scheduling by processing new reservations, approving pending requests, modifying meeting locations as needed, communicating updates to relevant parties, and ensuring the accuracy of the reservation system.
• Monitors and supports meetings and events in the Conference Center to ensure rooms are properly prepared and align with Firm standards; ensures IT support is notified of any technical needs, may assist with video conferencing setup as time permits.
• Completes weekly inspection of conference rooms, team rooms, visiting attorney offices, and common areas.Provides detailed cleaning, necessary maintenance service, and reports status to management.
• Coordinates food and beverage arrangements, serving as a liaison between clients and third-party catering vendors; proactively enters and updates catering details in the reservation system.
• Manages meeting and event set-up and tear-down responsibilities including, but not limited to, food and beverage preparation and clean-up, furniture movement, and supply placement and removal.
• Follow security protocol and procedures for visitors and vendors; maintains knowledge of emergency procedures and participates as part of the Building Evacuation Team.
• Communicate requests to the appropriate McGuireWoods or property management personnel in a timely manner, including, but not limited to building maintenance requests, information technology requests, conference room supply requests.
• Perform additional duties as directed.

Qualifications

• High school diploma or GED and 2 or more years of related experience in the hospitality industry, including event planning experience.
• Excellent written and verbal communication skills.
• Ability to work non-traditional hours and/or overtime as required to meet the needs of the conference center.
• Ability to work well and cohesively in a team environment.
• Professional appearance and demeanor appropriate to a corporate environment; self-starter and proactive.
• Ability to manage multiple tasks while setting appropriate priorities to achieve goals.
• Capacity to think critically and handle emergency situations, demonstrating sound judgment under pressure and accountability when collaborating with a team.
• Working knowledge of MS Office.
• Ability to learn firm-specific applications including conference room scheduling software, document management and other applications. Experience setting up video conferencing is a plus.

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