Manager, Meeting and Events

Paul Hastings is a leading international law firm that provides innovative legal solutions to many of the world's top financial institutions and Fortune Global 500 companies. With a strong presence throughout the U.S., Asia, Europe, Latin America, and the Middle East, we have the global reach and extensive capabilities to provide personalized service wherever our clients’ needs take us. As one of the world’s leading law firms, we seek dynamic individuals who share our commitment to service, innovation, and professional growth.

Job Title

Manager, Meeting and Events

Location

New York

Regular/Temporary

Regular

Job Description Summary

We have an opening for a Manager, Meeting and Events.

The Manager, Meetings and Events leads, coordinates, and manages the planning and execution of internal office meetings and events, across various size and scope, for Paul Hastings’ New York Office. This role is responsible for managing all aspects of event logistics, budgeting, vendor coordination, attendee experience, and on-site execution while ensuring events align with the firm’s culture, business objectives, and professional standards. The Manager, Meetings and Events works under the direction of the Director of Business Operations and with internal and external clients throughout the event planning cycle to ensure a first-class experience.

Job Description

In this capacity, the Manager, Meeting and Events will:

• Lead and facilitate local office internal and firmwide meetings and events to support the effective facilitation of firm initiatives and platforms. May include providing support to partner meetings, practice group retreats, firmwide meetings and town halls, staff appreciation events, holiday celebrations and corporate and social responsibility events and annual partner meeting support;
• Meet with clients (internal and external) to discuss vision of the event and participate in client walkthroughs of the space;
• Develop event timelines, run-of-show documents, and communication plans;
• Manage the pre and post event registration process, including organizing tracking, sharing event RSVP lists, and updating post event attendee lists. Work with internal firm resources and programs where applicable to manage online event registration websites and email communications;
• Coordination of meeting and event planning, by collaborating with key firm resources regarding catering needs, audio visual, technology, transportation, and other related requirements;
• Serve in an onsite event production capacity for all needs related to onsite support including registration table staffing, coordination with on-site AV vendors, etc.;
• Finalize all event floor plans; coordinate with the facility and setup teams for proper set up;
• Create and oversee event budgets, ensuring cost-effective practices while maintaining high standards;
• Collaborate with firm procurement team to negotiate pricing and contracts with event vendors;
• Ensure compliance with firm procurement, travel and reimbursement policies;
• Coordinate invoice processing, budget reconciliation and post event reporting;
• Oversee meeting details and assign tasks to team members and internal resources;
• Assist Director of Business Operations with special projects relating to office events, meetings, and client events;
• Works with internal stakeholders to identify needs, provide recommendations, adjustments, and advice as needed to ensure successful implementation of event planning; and
• Work beyond scheduled hours as required.

Proficiencies:

• Must be initiative-taking and resourceful creative problem-solver with strong organizational, time management and planning skills and be able to successfully manage multiple projects in a fast-paced environment;
• Demonstrated ability to multi-task, set priorities and meet multiple deadlines in a fast-paced environment; the ability to follow-up and follow through;
• Budgetary preparation/ compliance accountability;
• Strong Microsoft Excel and Word skills;
• Self-driven individual with proven ability to establish strong working relationships with internal and external teams and enjoy working in a team environment but also can work independently; and
• Strict attention to detail; work well under pressure while meeting tight deadlines and adjust to changing priorities.

Qualifications:

• Bachelor’s degree in Event Management, Hospitality, or related field preferred; or similar business management degree;
• A minimum of 7 years of progressive meeting/events planning experience;
• At least 2 years of supervisory experience;
• Related experience in a law firm or corporate environment is strongly preferred;
• Possess effective communication, collaboration, client service skills and ability to build and maintain effective working relationships with all levels of the firm;
• Ability to think strategically and lead change;
• Self-motivated, a strong influencer and negotiator with demonstrated ability to assess situations, collaborate across the organization, make timely decisions, and communicate these decisions clearly and concisely; and
• Must exhibit high energy, enthusiasm, positive attitude and poise; be articulate and confident.

The salary wage range for New York that we expect to pay for this position is a minimum of $116,000 and a maximum of $160,000 annually. The actual pay wage may vary based on experience or other relevant factors.

Employees will be provided with an excellent career opportunity in a collaborative environment, in addition to a generous total compensation package with the opportunity to earn bonuses based on individual contribution and firm profitability.

The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is exempt meaning it is not overtime pay eligible.

Eligible employees can participate in the Firm’s comprehensive benefits program, which include the following:

• Medical, Dental, Vision, Life/AD&D, Long Term Care, and Short- and Long-Term Disability

• Flexible Spending Accounts and Health Savings Account

• Healthcare Concierge and Advocacy

• Lifestyle Spending Account

• Voluntary 401(k) Plan and Profit Sharing

• 10 Paid Holidays per year and a generous PTO Program

• Family Support including Paid Parental Leave, Fertility Benefits, Breast Milk Shipping, Back-up Child Care, Elder Care, and Tutoring

• Wellbeing programs (Employee Assistance Program, Relationship Support, Mental Health, Menopause and Midlife Health and Well-Being Events)

• Retirement Plan Consulting

• Anniversary Bonus Program

• Professional Development Programs

• Transportation and Commuter Benefits

• International Travel Insurance

• Critical Illness, Hospital Indemnity and Accident Insurance

• Auto/Home/Pet Insurance

• Prepaid Legal Insurance

• Employee Discounts

• And More!

The Firm fosters an open and inclusive work environment that enables us to provide clients with the innovative thinking of teams rich in talent, experience and creativity. We regularly host programs intended to increase cultural competencies and address key topics related to community, opportunity and inclusion. Learn more about our Global Inclusion initiatives here: Global Inclusion

Paul Hastings is an equal opportunity employer. Pursuant to applicable local law, we will consider qualified applicants with criminal histories in a manner consistent with the requirements of the relevant fair chance ordinance.