Event Specialist

Williams Lea is hiring for a Event Specialist for our New York City office to work Monday to Friday 9:30 am to 6:30 pm!

Pay: $31.00/hour

Benefits:

• Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)
• 401k Retirement Savings Plan Including Employer Match
• Paid Time Off (PTO)
• Life Insurance
• Paid Parental Leave
• Short-term & Long-term Disability
• Healthcare & Dependent Care Flexible Spending Accounts
• Domestic Partner Coverage
• Commuter Benefits
• Legal Assistance
• Employee Assistance Program (EAP)
• Additional Employee Perks and Discounts

The Event Specialist ensures the standard for, coordination and execution of all our client’s corporate events are mirrored across the designated offices. This includes but is not limited to planning parties, dinners, and conferences onsite. The ideal candidate will be able to evaluate and negotiate with vendors, troubleshoot any issues that arise during the event, manage communications with attendees, speakers, and client stakeholders, and ensure that all activities comply with relevant regulations and standards. This role requires a high level of creativity and the ability to think on one’s feet to solve problems quickly and efficiently.

Job qualifications

• Associates degree or Equivalent Certifications with 2-3 years of event planning experience. Commensurate experience (3-5 years event planning) may be considered in lieu of education, based upon candidate’s overall employment history
• Demonstrated event planning experience in corporate setting ( preference in Legal) to include corporate breakfasts’ lunches, dinners, and cocktail receptions.
• Must be able to manage multiple tasks at once, keep track of deadlines, and pay attention to details.
• The ability to quickly solve problems that may arise during the planning process.
• Experience booking and researching vendors, caterers, and material sourcing.
• Good negotiation skills.
• Good knowledge of conference center reservation systems.
• Ability to work in a fast-paced, high-energy environment.
• Ability to work on multiple projects simultaneously.
• Professional demeanor.
• Excellent oral and written communication skills.
• Exceptional client service skills to exceed expectations.
• Strong computer skills and knowledge of Microsoft Office suite and products (Outlook, Excel, PowerPoint)
• Punctual, dependable, and dedicated to achieving operational excellence.
• Able to make independent decisions that conform to business needs and policy.
• Discreet, ethical, and committed to maintaining a high degree of confidentiality.
• Maintain a consistently professional approach, with a willingness to take ownership and responsibility.
• Must be self-motivated with positive can-do attitude.
• Willingness to work Overtime as events demand will be mandatory for the role

Job duties

• Direct and oversee large onsite meetings and events, with local Concierge and Hospitality teams
• Oversees planning and confirmation of catering orders for all regional offsite and select onsite events
• Curates aesthetically pleasing event layouts
• Point of contact for assigned WL regional teams, and regional client stakeholders
• Plans, executes, and manages all logistics for designated meetings and events
• Monitor timelines and deadlines related to all aspects of events
• Meet with clients to understand their event requirements and preferences. Provide guidance and advice on event planning strategies.
• Plan and coordinate all aspects of corporate events, including venue selection, catering, accommodations, transportation, attendee registration, entertainment, and on-site management.
• Identify, negotiate with, and manage relationships with vendors. Ensure that all vendors deliver services as per the agreed terms.
• Develop and manage event budgets. Ensure that all event activities are within budget and identify opportunities for cost savings.
• Identify potential risks and develop contingency plans to manage them.
• Ensure compliance with all relevant regulations and insurance requirements.
• Collect feedback from attendees and analyze event success.
• Collaborate with client internal teams such as Business Development, Talent, DEI, and Operations to ensure event success.
• Handle sensitive and/or confidential documents and information
• Communicate to all relevant Williams Lea internal contacts the specific needs of the client, both in advance of and during the course of meetings.
• Adhere to Williams Lea policies in addition to client site policies.

Working conditions

• Position operates from a client office
• Work is performed in a professional work environment.
• Professional attire and evening attire required.
• Must be able to work standing up and walking for lengthy periods of time.

Who we are: In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.

Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.

We’re always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law.

Williams Lea is a drug-free workplace and performs pre-employment substance abuse testing.