About this role
Job title: Conference & Events Coordinator
About the Role WilmerHale seeks a detail-oriented conference and events coordinator to provide courteous, efficient service for coordinating onsite meetings and special events. This role supports clients, staff, and vendors by managing meeting logistics, scheduling, and related operations across offices.
What You'll Do
- Review monthly/weekly conference room schedules to determine meeting needs and coordinate internal meetings and special events with owners and contacts.
- Proactively initiate contact with internal event owners on upcoming/potential events; plan special events and meals with vendors as needed.
- Work with food service vendors for menus, linens, and other related details; finalize meeting details with owners; confirm against scheduling system.
- Hold weekly meetings with facilities, conference room planners, food service and IS; liaise to confirm details and update scheduling information.
- Review invoices related to meetings and events for accuracy and submit for payment (catering, subsidies, outside billing).
- Assist with monthly/annual events: plan themes, décor, vendor coordination, and menus; build and track invitations and RSVPs.
- Assist with external Client Development events or webinars as needed; manage RSVPs, RFPs, collateral, staffing, and registration.
- Handle special requests or problems with recommended solutions; support Washington operations and collaborate with Office Administrator/Director and Ops/Administrative groups on standards, budgeting and workflow.
- Demonstrate professionalism and strong communication; support internal departments, clients and vendors via email, phone, and in-person.
- Maintain flexibility to adapt to immediate demands and evolving tools, including AI-enabled workflows.
What We're Looking For
- Excellent computer, communication and organizational skills; ability to work independently with minimal supervision.
- Ability to work under pressure and complete tasks on a timely basis; flexible to adjust work schedule as needed.
- Openness to technology changes and comfort with new tools to improve efficiency and innovation.
- Minimum 1 year of experience in a professional environment; meeting coordination experience preferred; B.A. degree preferred.
Compensation & Benefits
- Hiring range: $67,500 - $84,000 annually (USD); final compensation based on experience, qualifications, and internal equity.
- Medical, dental, and vision insurance; 401(k) with company match and profit-sharing options; paid time off and holidays.