WilmerHale LLP Operations & Conference Services Supervisor in Dayton, Ohio

Operations & Conference Services Supervisor

Tracking Code

1076-437

Job Description

JOB SUMMARY

Supervises the day-to-day responsibilities of the Business Services Center Operations Staff to include Conference Services, Facilities and Administration. Responsible for firm-wide conference room, video conference and Corporate Apartment Booking procedures. Oversees the operation of conference scheduling, planning and execution of on-site meetings in Dayton.

PRINCIPLE DUTIES AND RESPONSIBILITIES*

  • Direct and provide leadership to Conference Room Planners, Facilities and Operations Staff. Plan and delegate work and provide input regarding employee relations, training and development, performance evaluations, salary recommendations, etc.

  • Responsibility for actions in emergency weather situations (e.g. advising people to shelter, evacuate, etc. during warnings) and recommendations for potential weather issues.

  • Coordinate with Operations Leadership for each location and those responsible for local Conference Services to ensure meeting services are executed within US offices. Address and investigate escalated issues involving reservations and services involving conference rooms.

  • Evaluate and update conference room reservation procedures with appropriate service groups throughout the firm.

  • Oversee and work in conjunction with the conference services specialist to ensure the conference room reservation software is being utilized to its full potential.

  • Manage firm-wide Corporate Apartment reservation processes (i.e. tests new reports, trains new users, update documentation, etc.)

  • Update and maintain Conference Services INSITE pages.

  • Monitor daily conference and firm video conference schedules to ensure conformance to meeting requirements.

  • Provide backup coverage as needed to Conference Room Planners.

  • Coordinate conference room set-ups and audiovisual requests with the on-site facilities staff, conference room coordinator and IS staff in US offices.

  • Maintain updated knowledge of US office changes, which may impact Conference Services.

  • Assists in developing firm-wide standards and procedures for Conference Services.

  • Oversee the Annual Meeting Requests process and Conference Services firm-wide budget.

  • Oversee coordination of Meetings and Events in the Business Services Center (i.e. Staff Appreciation, milestone celebrations, firm Holiday Celebration, etc.)

  • Provide back-up support as needed for Dayton corporate apartments including escalation issues.

  • Liaison with vendors (e.g. equipment maintenance, cleaning services, etc.) and building management including engineers.

  • In conjunction with Business Continuity Manager, ensure office safety materials, procedures and policies are followed, and manage maintenance of safety equipment and training.

  • In conjunction with Security Manager, coordinate with Security vendor, as well as physical access needs for employees and other vendors as needed.

Required Skills

MINIMUM QUALIFICATIONS

Knowledge/Skills/Abilities:

  • Prior experience with event scheduling and coordination required.

  • Flexibility to adjust work schedule to meet immediate demands.

  • Excellent interpersonal and organizational skills.

  • Ability to work under pressure and complete assigned tasks in a timely manner.

  • Computer experience and basic typing skills required.

Education:

Bachelor’s Degree preferred. High School Diploma or GED required.

Experience:

Minimum of 2 years event planning experience required.

Minimum of 3 years supervisory experience required in a team setting.

Day to day office operations experience preferred

Equal Opportunity Employer/Females/Minorities/Veterans/Disability

Job Location

Dayton, Ohio, United States

Position Type

Full-Time/Regular