WilmerHale LLP Meeting Coordinator in Boston, Massachusetts

Meeting Coordinator

Tracking Code

1186-437

Job Description

JOB SUMMARY

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.

PRINCIPAL DUTIES AND RESPONSIBILITIES*

  • Reviews monthly/weekly conference room meeting schedule to determine meeting needs.

  • 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.

  • Coordinates Boston Corporate Apartments including scheduling, coordinating maintenance requests, purchasing supplies and food. Also coordinates metric reporting and billing for personal stays.

  • 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.

  • Manages special requests and/or problems and recommends appropriate solutions.

  • Serves as a backup to the Operations Administrative Assistant for visiting offices, phone coverage, processing invoices and other tasks as assigned.

Required Skills

MINIMUM QUALIFICATIONS

  • Excellent computer, communication and organizational skills.

  • Ability to work independently, with minimum supervision.

  • Ability to work under pressure and complete assigned task on a timely basis.

Required Experience

Education: B.A. degree preferred

Experience: 2-3 years experience with meeting coordination preferred.

WilmerHale is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, gender identity, national origin or ancestry, age, disability or veteran status, or other protected status.

Job Location

Boston, Massachusetts, United States

Position Type

Full-Time/Regular