Specialist: Conference Services Events

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.We are a collegial, collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Conference Services department in our Chicago office, as a Specialist: Conference Services Events.The Specialist: Conference Services Events is responsible for the planning, organization, and execution of internal events held onsite at the firm’s Conference Center, as well as offsite events. The Specialist is accountable for delivering high quality, large-scale, and engaging experiences in support of employee facing programs including celebrations, appreciation events, and social gatherings - as well as client meetings, conferences, and receptions. In addition, the Specialist oversees themed snack and food activations across multiple floors to enhance the employee experience while ensuring consistency, quality, and a high standard of presentation.Responsibilities also include conducting research and need assessments, evaluating business trends, best practices, vetting and selecting vendors, and reviewing proposals to ensure alignment with Firm objectives and budgetary requirements.Essential Functions:Responsible for end-to-end planning and executing large-scale in-house events serving hundreds of attendees (seasonal celebrations, themed lunches, happy hours, employee engagement events, and client conferences and receptions)Manage all event related logistics including, but not limited to, food and beverage service, décor, entertainment, rentals, appropriate staffing, AV, and external vendorsResearch, vet, and evaluate prospective vendors by assessing quality, reliability, pricing, and alignment with firm standards, making recommendations or selections based on that analysisEvaluate and conceptualize firm needs, preferences and event objectivesDevelop new social events for Practice Groups and Business Services staffPartner with internal stakeholders on content, logistics, and timelines. Collaborate with internal service providers (Catering, AV/IT, Operations/Facilities, Office Services) to ensure successful outcomesLead planning and executing external events, including: Budget development and trackingVenue sourcing and conducting site visitsVendor managementEvent communications and marketing coordinationTimeline development and schedulesEnsure all events are executed within budget and aligned with organizational standardsOversee floor-based snack and themed food drops for firm-wide celebrations (holidays, sporting events, engagement activations)Track expenses, invoices, and budgetsDevelop post-event summaries and evaluations. Track historical details year over yearMaintain vendor relationships and negotiate pricing where appropriateSchedule events through the room booking software. Identify booking conflicts or potential conflicts and suggest solutionsCreate floor plans and oversee event setup and breakdown, ensuring high standards of presentation and serviceIn conjunction with departmental management, serve as the on-site support during events to troubleshoot issues and ensure positive attendee experiencesCreate and distribute invitations for internal events. Track RSVPs and additional specifics, when necessaryCreate and post digital signage for upcoming eventsSupport departmental reporting and documentation needsProvide support to the Conference Services Team (Reception/Coordinator) as requested by the Conference Services ManagerPerform other duties/projects as assigned or required to meet department and/or Firm goals and objectivesEducation/Training/Certifications:Bachelor’s degree in Event Management, Hospitality, Communications, or a related field preferred.Professional Experience:3-5 years of experience in event planning, conference services, hospitality or related field.Proven experience managing the full lifecycle of large-scale events with 100+ attendees, requiredPrior experience working in a law office or professional services setting, required Technical Skills:Knowledge of conference/meeting software, preferredProficiency in Microsoft Office Strong familiarity with virtual meeting platformsGeneral understanding of Conference Center operations, and standard event technology including microphones, confidence monitors, and other core AV equipment. Will not necessarily be required to set this equipment up but should understand how and when they’re used.Performance Traits:Strong written and verbal communication skills and interpersonal skills; able to communicate effectively and in a professional manner with all levels of the Firm and outside vendorsAbility to work in a diverse team environment and effectively support the demanding needs of the FirmAbility to maintain composure and objectivity under pressure, must be able to assess and select alternative courses of action quickly and accuratelyMust be a self-starter with a high level of initiativeStrong customer service skills, able to anticipate needs and exercise independent judgmentStrong attention to detail, organizational skills and the ability to handle multiple projects Maintains confidentiality and exercises discretionExercises solid strategic thinking and problem-solving skillsVendor negotiationCreative thinking and event conceptualizationPhysical Requirements: May require occasional lifting of up to 25 lbs.The typical pay scale for this position is between $72,000 and $96,000, although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified.The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401(k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.#LI-ONSITE #LI-PT1

Created: 2026-05-02