Hospitality & Events Assistant

Stearns Weaver Miller; Miami (FL); On-site; USD 42,000 - 52,000; Full time

Job summary

Stearns Weaver Miller, a commercial law firm, seeks a full-time Hospitality and Events Assistant in the Miami office. The role involves coordinating internal/external events, menus, and vendor relations across multiple Florida offices, reporting to the Events Coordinator and Marketing Director.

The ideal candidate has 2-3 years in hospitality or events, strong organizational skills, and proficiency in Microsoft Office. Travel to Fort Lauderdale and Coral Gables offices may be required.

Qualifications

• 2-3 years of hospitality or event experience; law firm experience preferred.
• Analytical skills and strong organizational ability.
• Ability to multitask and meet deadlines.
• Works well independently and in team settings.
• Attention to detail and follow-through.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Experience with marketing tools is a plus.

Responsibilities

• Assist with internal and external events by tracking RSVPs, preparing nametags, and supporting setup/registration.
• Research, evaluate and liaise with venues and vendors for upcoming events.
• Organize, pack, and ship items for major events/conferences.
• Create weekly lunch menus for the Miami office.
• Prepare trial menus when an attorney is on trial.
• Place lunch orders for attorneys and staff with timely delivery.
• Compile quarterly lunch cost analyses for all offices.
• Review and process vendor invoices for payment accuracy.
• Perform hospitality inventory checks for Miami and Coral Gables offices.
• Prepare quarterly inventory reports for all offices.
• Provide hospitality support to the Coral Gables office as needed.
• Assist Hospitality team during staff absences to ensure operations continue.

Skills

Hospitality experience

Event planning

Communication

Teamwork

Time management

Microsoft Office

Education

Bachelor's degree in hospitality or event planning

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Constant Contact

Adobe Photoshop

Adobe Illustrator

Canva

SurveyMonkey

Job description

Firm-wide Family Feud games, LED robot dancers, 1970’s Karaoke: All in a day’s work for Stearns Weaver Miller’s hospitality and events department!

Stearns Weaver Miller, a commercial law firm with five offices across Florida, is currently searching for a full-time Hospitality and Events Assistant. The ideal candidate will possess excellent communication skills, is computer savvy, has an outgoing personality, and a professional, friendly demeanor. The ideal candidate works well in a collaborative, team environment, but is also resourceful, thinks outside of the box and is able to tackle projects independently.

This position will be based in the Miami office, with regular travel between the Miami, Fort Lauderdale, and Coral Gables offices. Travel to other offices, including for firm seminars and events, may be required, as needed. The candidate will report to the Events Coordinator, the Marketing Director, and work directly with firm attorneys and staff in several firm departments. Learn more about the firm at stearnsweaver.com.

Responsibilities:

Events/Hospitality

• Assist with internal and external events by tracking RSVPs, preparing nametags, and supporting event setup and registration processes
• Research, evaluate and liaise with potential venues and vendors for upcoming events
• Organize, pack, and ship items for major events/conferences
• Create weekly lunch menus for the Miami office
• Prepare trial menus when an attorney is on trial
• Place lunch orders for attorneys and staff, ensuring timely delivery and accuracy of orders
• Compile and submit quarterly lunch cost analysis for all offices
• Review, enter, and process vendor invoices in the Accounting system, ensuring accuracy and timely submission for payment
• Perform regular hospitality inventory checks for the Miami and Coral Gables offices to ensure adequate supplies
• Prepare quarterly inventory reports for all offices
• Offer hospitality support to the Coral Gables office, addressing any specific needs or requests
• Provide hands-on assistance to the Hospitality department during staff absences or when extra assistance is needed, ensuring continued operations and support
• Update vendor lists for events and hospitality (restaurants, caterers, entertainment, etc.)

Marketing

• Track order and organize promotional item inventory to ensure we have enough for upcoming events and conferences
• Update Marketing calendar with action items for major events/conferences
• Schedule appointments and meetings for the marketing department

Qualifications:

• 2-3 years of hospitality or event experience. Law firm experience preferred
• Analytical skills and exceptional organizational ability
• Ability to manage time well, prioritize effectively, and handle multiple deadlines
• Ability to work in both an independent and team environment
• Ability to work well under pressure
• Strong attention to detail and follow through
• Mastery of Microsoft Suite including Word, Excel, and Outlook
• Experience with Constant Contact, Adobe Photoshop and Illustrator, Canva, Survey Monkey is a plus
• Good judgment
• Flexibility to work overtime

Education:

• Bachelor’s degree in hospitality, event planning or a related field is required

Stearns Weaver Miller is an equal opportunity employer and does not discriminate on the basis of an applicant’s or employee’s race, color, religion, national origin, sex, gender identity/expression, sexual orientation, age, disability, veteran status, marital status, citizenship, ancestry, pregnancy, familial status, actual or perceived status as a victim of domestic violence, dating violence or stalking, or any other legally protected status entitled to protection under federal, state, or local anti-discrimination laws.