Meeting Coordinator (2403-437)

WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States and Europe. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, excellent legal and client services; developing diversity among our lawyers and staff and cultivating an environment that promotes an ambitious spirit, collaboration and collegiality by drawing on the extraordinary talents and dynamic experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.

About the Role

Provides courteous and efficient service to both clients and staff for coordination of onsite meetings. Coordinates with conference room planners for daily requirements, office specific needs and updates in the conference room software.

What You Will Be Doing

• Reviews monthly/weekly conference room meeting schedule to determine meeting needs.
• Coordinates internal meetings and special events, working with event owners and contacts. Proactively initiates contact with internal event owners on upcoming/potential events.
• Works with meeting owners and contacts to plan special events and meetings.
• Works with food service vendor to provide special menus, linens, china etc. as needed.
• Contacts meeting owners as necessary to finalize and confirm meeting details. Checks meeting services prior to meetings to ensure all requirements are established and ready.
• Holds weekly meetings with facilities, BSC Conference Room Planners, Food Service and IS to review the upcoming week's details.
• Liaises with Conference Room Planners, as needed, to confirm meeting details and update office information in scheduling system.
• Reviews invoices related to meetings and events for accuracy, and submits same for payment including food service catering, subsidy invoices and outside billing.
• Assists with monthly and annual events by planning themes, ordering décor, working with vendors, and planning menus.
• Builds invitations for assigned events and incorporates software to track RSVPs. May also be called on to assist with building invitations for Client Development events or webinars.
• Assists with external events to include managing RSVPs, the RFP process, event collateral, event staffing, registration, etc.
• Handles special requests and/or problems and recommends appropriate solutions.
• Assumes additional responsibilities as assigned including support to the Boston operations department as needed; works closely with Office Administrator / Director and Operations / Administrative group for local standards, budgeting and workflow.
• Demonstrates a strong commitment to professionalism, delivering high-quality service, and maintaining a positive, solution-oriented ("can-do") approach. Effectively supports internal departments, external clients, and vendors through clear, courteous communication via electronic correspondence, telephone, and in-person interactions.