Meeting Coordinator

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.
• Captures 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.
• Affirms monthly and annual events by planning themes, ordering décor, working with vendors, and planning menus.
• Builts 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.
• Affirms 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.

What You Will Bring to This Position

• Excellent computer, communication and organizational skills.
• Ability to work independently, with minimum supervision.
• Flexibility to adjust work schedule to meet immediate demands
• Ability to work under pressure and complete assigned task on a timely basis.
• Remains open to technological change as generative AI becomes more integrated into the firm’s practice, actively develop comfort with new tools, and adapt how work is performed to support efficiency and innovation.
• Minimum 1-year experience in a professional environment.
• Meeting coordination experience preferred.

Education

Why Join Us?

• A values-driven firm that fosters collaboration and respect
• The hiring range for this position is $67,500 - $84,000 annually, with 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

Our Commitment

WilmerHale is an equal opportunity employer and is committed to compliance with all applicable laws prohibiting employment discrimination. It is our policy to take all employment actions and make all employment decisions without regard to race, color, religion, creed, gender, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, ancestry, age, marital status, citizenship status, genetic predisposition or carrier status, disability, military status, status as a disabled or other protected veteran, or any other protected status under applicable law. WilmerHale will make reasonable accommodation for qualified individuals with disabilities and otherwise as required by applicable law.