Simpson Thacher & Bartlett LLP
Requisition Number: Conference & Events Supervisor-07-2018-001
Job Title: Conference & Events Supervisor
City: New York
State: NY
Shift: Monday-Friday; 7:30 am - 4:30 pm
Hours: 40

Simpson Thacher & Bartlett LLP is a leading global law firm with offices in New York, Beijing, Hong Kong, Houston, London, Los Angeles, Palo Alto, São Paulo, Seoul, Tokyo and Washington, D.C. Established in 1884, the Firm currently has more than 850 lawyers. On a world-wide basis, the Firm provides coordinated legal advice on the largest and most complex corporate transactions and litigation matters in industries which include financial services, insurance, power and natural resources, consumer products, services, technology, telecommunications, media, pharmaceuticals and healthcare industries. Cross-border finance, banking and bank regulation, mergers and acquisitions, securities issuance and regulation, project and asset based finance, real estate, asset management, joint ventures, taxation, litigation and dispute resolution are important aspects of the Firm’s practice.

Conference & Events Supervisor

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Description/Job Summary

Under general supervision of the Conference and Events Manager, the Conference & Events Supervisor is responsible for managing the activities of the Conference Center staff, overseeing the logistical planning & event operations of internal meetings, onsite & offsite events; and ensuring successful execution and a customer service-oriented experience.

Responsibilities/Duties

  • Oversee conference center operations for internal and external meetings, conferences and Firm events;responsible for venue recommendations, events logistics including, but not limited to, scheduling, room set up & configuration, food & beverage selection, audio/visual, technology and staffing needs
  • Consult with internal and external clients to determine objectives and requirements to ensure proper coordination and execution of events
  • Conduct post-event follow up to ensure client satisfaction and successful execution of meetings/events
  • Track and monitor conference room usage, perform data and trend analysis, provide status updates of on-site logistics, coordinate daily revisions and manage work flow to service groups
  • Perform conference room/venue inspections for overall appearance, cleanliness and accurate configurations to ensure compliance with departmental guidelines and standards
  • Troubleshoot and resolve complaints; escalate to Conference & Events Manager as appropriate
  • Supervise Conference teams, train, delegate & direct tasks, ensure duties are performed according to established guidelines; and cross-train receptionists for conference and concierge service “back-up” support
  • Assist Conference & Events Manager with scheduling vacations, monitoring and tracking attendance and processing payroll information
  • Participate in the hiring process, training assessments,coaching & disciplinary discussions,and annual performance reviews
  • Assist management in formulating and enforcing departmental policies and procedures; ensuring best practices, safety procedures and service standards are met in conjunction with management initiatives and Firm guidelines
  • Maintain and update the Conference Manual of Policies & Procedures
  • Develop, manage and maintain relationships with vendors; review and update vendor contracts
  • Prepare invoices for vendor services, tax exempt and special billings; review and submit weekly financial reporting to Finance
  • Create and review weekly reports for departmental budget; assist with preparation of the annual budget
  • Provide bi-monthly on-call 24 hour coverage for weekend conference and event requests
  • Ensure coverage and the continuous operation of the department by maintaining a flexible schedule in the event of unforeseen absences, emergencies or disruptive weather events
  • Stay abreast of industry standards & trends through seminars, publications and peer groups
  • Perform other duties as needed

Required Experience

  • 5 to 7 years of catering management, conference meeting and/or event planning experience; plus 3 years in a lead or supervisory role
  • Ability to read, write, and verbally communicate effectively and professionally with other business departments, attorneys, clients and vendors
  • Proficiency in Microsoft Office and event management technology (e.g. space & meeting management software programs)
  • Ability to diplomatically deal with challenging situations, environments and people, while exhibiting a consistent level of professionalism
  • Ability to develop and foster working relationships with customers, co-workers and service partners and take a proactive approach toward their satisfaction
  • Ability to work in a fast-paced, high pressure environment with demonstrated skill in juggling multiple competing tasks and demands
  • Exceptional follow-up, time management, and attention to details.
  • Punctual, detail-oriented, dependable and dedicated to achieving excellence
  • Must be able to work collaboratively in a team environment

Preferred Experience

  • Knowledge of audio visual and IT technology basics
  • Knowledge of finance and budget basics
  • Knowledge of wine, spirits and/or international culinary

Required Education

  • Bachelor's Degree

Preferred Education

  • Bachelor’s degree in hotel management, hospitality, event planning or related area
  • Certified Meeting Professional (CMP) certification
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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, protected veteran’s status or any other legally protected status. “Gender” includes actual or perceived sex, a person’s gender identity, self-image, appearance, behavior or expression, whether or not that gender identity, self-image, appearance, behavior or expression is different from that traditionally associated with the legal sex assigned to that person at birth. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.