Manager, Event Planning & Conference Services

Responsibilities

• Manage and execute all aspects of firm, client and other events in Goodwin’s Boston Office Conference Center and off-site in the Boston region and surrounding areas. These functions may include firm retreats, client functions, meetings, employee social events, leadership initiatives, and various other programs for the firm. Responsibilities under this purview include:
• Serve as primary contact for internal and external clients regarding their needs and expectations for a successful program
• Provide professional guidance on all aspects of each event to ensure it meets the business needs of the firm
• Research and manage vendors to ensure the success of all programs and events (caterers, rental companies, hotels, destination management companies, audio/visual companies, etc.)
• Obtain proposals and guide internal clients in the adherence to budgets
• Negotiate all vendor contracts and navigate them through firm approval systems
• Serve as project manager to ensure the successful implementation of all aspects of the program by relevant firm departments.
• Execute logistical aspects of the event planning
• Oversee events on-site as needed to manage set-up, execution, and wrap-up of event. Direct vendors and/or staff on last-minute challenges that may arise.
• Ensure sufficient staffing for the event by coordinating with vendors and/or firm departments
• Maintain event history and prepare post-event function recaps for budgetary purposes and the success of future programs
• Manage the invoice review and payment processing for all events
• Ensure consistency of Goodwin style and best practices
• Develop and display a full understanding of firm culture, leadership preferences and department processes
• Develop an in-depth knowledge of Boston caterers, event venues, and other related vendors and establish relationships with contacts at these companies
• Act as a resource on these vendors to colleagues firmwide
• Partner with other Event Team leaders in the planning and execution of firm-wide, flagship events such as global group retreats, leadership events, alumni/retirement functions, marquee client events and the annual Partner Retreat. Manage and execute integral pieces of the event production. All of these require an advanced level of expertise in event execution, knowledge of firm processes and experience with firm software tools like EMS, Dynamics, and CVENT.
• Research and take part in networking opportunities to expand knowledge of the hospitality industry in Boston and beyond and to broaden personal contacts in the industry.
• Assist with creation of processes surrounding the conference services and event planning process
• Manage other event-related tasks, and/or events in other regions as required.

Requirements

• BA, BS or equivalent
• 10+ years of food & beverage and event planning experience
• High degree of accuracy and excellent attention to detail
• Strong project management skills
• Ability to interact professionally at all levels, both internally and externally
• Strong written and verbal communication skills
• Ability to manage multiple assignments and meet hard deadlines
• Must be able to remain calm under pressure, and at times make decisions quickly, with maturity and good judgement
• Proficient in Microsoft Outlook, Word, and Excel
• Travel is required to other Goodwin offices or event venues, approximately 10% but may increase.

Nice to have

• Familiarity with Accruent EMS, Dynamics and/or CVENT preferred

Benefits

• Health, dental, and vision insurance
• Life and disability insurance
• Retirement & Savings Plan
• Emergency back-up child and adult care
• Paid vacation, sick time off, and holidays
• Professional development and career advancement opportunities
• Employee recognition and reward programs
• Employee wellness and assistance programs
• Employee discounts and perks