Hybrid Conference & Events Specialist

McGuireWoods LLP; Pittsburgh (Allegheny County); Hybrid; USD 38,000 - 48,000; Full time

Benefits offered by this job

Hybrid remote option

Job summary

McGuireWoods LLP in Pittsburgh seeks a Conference Services Support Specialist to manage the office conference center and reception duties. You will own hosted meetings, coordinate logistics, and liaison with catering and vendors, ensuring rooms are prepared and compliant with firm standards.

The role requires a detail-oriented, customer-service-driven approach, ability to multitask, and proficiency in MS Office.

Qualifications

• Requires a high school diploma or GED and a minimum of two years of related experience and/or training.
• Detail-oriented, customer-service-driven individual who exercises sound judgment, including in emergencies.
• Ability to multitask, prioritize, and perform effectively under pressure, including non-traditional hours or overtime as needed.
• Maintains strict confidentiality and interacts confidently with all levels of firm personnel, clients, visitors, and vendors.
• Proficient in MS Office with the ability to learn firm-specific applications (e.g., conference room scheduling software, document management systems).
• Interest in using innovative AI technology, including Harvey and Copilot, to support efficient, high-impact work.

Responsibilities

• Owns all hosted meetings/events for the office.
• Monitors scheduling software and conference center activity to keep rooms prepared.
• Coordinates event logistics—room/furniture setup, catering, and vendor/building management liaison.
• Manages full setup and teardown of food, beverage, furniture, and supplies.
• Orders catering from approved vendors with proper client/matter coding; reconciles purchasing card monthly.
• Maintains vendor relationships, ensures building access/delivery compliance, and recommends new vendors.
• Maintains conference rooms, team rooms, visitor offices, and common areas, reports maintenance needs as needed.
• Orders and maintains food, beverage, and supply inventory; keeps kitchens, café, and coffee bars clean and stocked.
• Maintains knowledge of emergency procedures; participates on the Building Evacuation Team.
• Follows security protocols for clients, visitors, and vendors, including building security lists.
• Greets and announces clients/visitors; extends hospitality (beverages, print/copy help, parking validation).
• Manages conference room and visitor office reservations via the electronic booking system.
• Coordinates A/V, room setup, and F&B requirements; may handle directly.
• Provides general administrative support and ensures all client-facing areas meet firm standards.

Skills

Detail-oriented

Customer-service

Multitasking

Sound judgment

Confidentiality

MS Office

AI technology interest

Education

High school diploma or GED

Tools

MS Office

Conference room scheduling software

Document management systems

Job description

McGuireWoods LLP in Pittsburgh seeks a Conference Services Support Specialist to manage the office conference center and reception duties. You will own hosted meetings, coordinate logistics, and liaison with catering and vendors, ensuring rooms are prepared and compliant with firm standards.

The role requires a detail-oriented, customer-service-driven approach, ability to multitask, and proficiency in MS Office.