McGuireWoods LLP

  • Supervisor, Conference Services

    Category Office Operations
    Job Location
    US-NC-Charlotte
  • Overview

    McGuireWoods has a need for a Conference Services and Hospitality Supervisor in our Charlotte, NC office. The Conference Services and Hospitality Supervisor is responsible for overseeing office meetings and events, both during and after business hours and on occasional weekends. This is a working Supervisor position and it is responsible for creating and maintaining new and existing caterer and vendor relationships and coordinating and organizing all food and beverage and set-up needs for attorneys and staff. This position also works in tandem with all Conference Rooms/Center employees, some of whom may be outsourced, to ensure the area is appropriately maintained for use at any time. This position is equal parts conference room floor support - setting up beverages and catered meals for meetings and events, and administrative work - maintaining correspondence (via phone and email) with attorneys and practice assistants as well as catering companies and vendors to coordinate meeting/event details; maintain a calendar with meeting/event details as well as organized files of billing codes, invoices and vendor information; electronically enter billing and invoices. 

     

    McGuireWoods is a full-service firm providing legal and business solutions to corporate, individual and nonprofit clients worldwide for more than 184 years. Our law firm has earned the loyalty of many longstanding clients with deep understanding of their businesses and broad skills in corporate transactions, high-stakes disputes, and complex regulatory and compliance matters. People come here to do great, challenging work and we provide the resources and training for them to succeed and develop professionally. Working together from offices in the U.S., Europe and Asia, McGuireWoods is dedicated to diverse perspectives, impeccable service, and innovative delivery of practical, business-minded solutions. For more information, visit www.mcguirewoods.com.

    Responsibilities

    • Monitors and reviews the activities scheduled in the Conference Rooms/Center to ensure an overall exceptional client experience.
    • Coordinates hosted meetings and special events within Conference Rooms/Center from inception to conclusion.
    • Ensures all aspects and details of hosted meetings and events are seamlessly coordinated with supporting departments or staff: Reception, Facilities, Audio/Visual, Ricoh, Practice Assistants, Paralegals, Attorneys.
    • Establishes and maintains relationships with caterers and applicable vendors. The Supervisor will be the main point of contact for any meeting or special event caterer or vendor need.
    • Maintains the overall appearance and continuity of the Conference Rooms/Center. Ensures housekeeping, facility, supply, and food and beverage standards are continually evaluated and appropriately maintained.
    • Monitors electronic room reservation program (RoomTracker) for scheduled meetings and events within Conference Rooms/Center and all other conference/project rooms.
    • Maintains and ensures high standards for proper food handling, sanitation and safety.

    Qualifications

    • Three to five years related experience or equivalent combination of education and experience required with two years recent experience in hospitality coordination and management in a corporate environment.
    • Advanced skill level in planning, organization, leadership, and project management related to meetings and event coordination and execution.
    • Ability to work calmly under time restraints, deadlines and manage conflicting job requirements.
    • Management experience in the food service industry to include food preparation, knowledge of proper food handling procedures and understanding of safety and sanitation is strongly preferred.
    • Must be familiar with standard food and beverage equipment.

    Have more questions?  Connect with a recruiter directly.

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