Meeting and Events Assistant
Wiley Rein LLP, Washington, District of Columbia, United States
Wiley , a leading Washington, DC law firm, has an opening for a
Meeting and Events Assistant
to support our Operations Department. This position works closely with the Meeting and Events Manager to plan and execute all meetings and corporate/social events for the firm and its attorneys. In addition, this position will be responsible for assisting with all daily conference room reservations, internal and external meeting and event requests, answering the phone/email for the Conference Services & Events Department, placing catering orders, and assisting with day-to-day operations of this department.
This position is eligible to participate in the firm's flexible work program.
RESPONSIBILITIES/ESSENTIAL FUNCTIONS
Responsible for scheduling, confirming, ordering catering and all other aspects of conference room reservations and set‑ups for the Firm
Coordinate with caterer on food orders for meetings and events at the Firm while keeping detailed records of each event
Assists the Meeting & Events Manager and other professional staff in planning internal and external meetings, seminars, luncheons, cocktail receptions, the firm’s holiday party and firm picnic, and others as assigned
Assists with handling any technical issues Wiley employees encounter while using the reservation system
Act as on-site contact for outside clients/groups by showing our space and capabilities answering any logistical, AV, or catering questions they may have
Responsible for organizing and requesting various room set‑ups for events through the Operations Manager
Assists in administration of budget and payment requisitions for all Conference Services and Events related expenses and must keep records and submit invoices
Assists with keeping the Conference Services/Events Intranet page details up to date
Supports with administrative operations tasks to include but not limited to scheduling meetings, and preparing event documentation such as post‑event overviews
KNOWLEDGE, SKILLS, AND ABILITIES
The ability to communicate professionally and effectively, both in oral and written form
The ability to multi‑task, prioritize/coordinate deadlines, and track progress of tasks
Ability to organize workflow and use time efficiently
Ability to demonstrate attention to detail and accuracy
Ability to effectively manage shifting priorities and competing deadlines
The ability to learn and effectively use multiple technology platforms and software applications
Must establish and maintain effective working relationships in or out of a team environment
Understands and adopts the organizational structure
Possesses the attitude of collaboration and sharing
Willingness to learn and adopt new methodologies
Must maintain confidentiality of work‑related information and materials
Flexibility to work overtime on an as‑needed basis
EDUCATION AND EXPERIENCE
High school diploma required; bachelor’s degree preferred
One year of professional work experience in hospitality or event/meeting industry preferred
WORK ENVIRONMENT
An on‑site presence is an essential function of this position. Remote work may be permitted in accordance with the firm’s flexible work policy and based on business needs
Position operates in a professional office environment which is usually quiet to moderate
Position routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
Position requires that the employee be able to multi‑task in a fast‑paced work environment
PHYSICAL DEMANDS
While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, and crouch. Requires good hand‑eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read information. Frequently required to sit, reach with hands and arms, talk, and hear
Ability to carry or lift items weighing up to 20 pounds
This description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.
The base salary for this position is $55,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other job‑related factors, consistent with applicable law.
Wiley’s comprehensive benefits package includes medical and prescription drug plan coverage, dental, vision, flexible spending and health savings accounts, life insurance, 401(k) retirement plan with firm discretionary contribution, generous paid time off (PTO) package plus ten firm paid holidays, access to state of the art on‑site fitness facilities and locker rooms and wellness programming, paid parental leave and subsidized backup child/elder care, and more.
*Wiley is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity or expression, genetic information, military and veteran status, personal appearance, family responsibilities, political affiliation, matriculation status, credit information, status as a victim or family member of a victim of domestic violence, a sexual offense or stalking, homeless status, or any other characteristic protected by applicable law.
**This Organization Participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Employers may not use E-Verify to pre‑screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.
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Meeting and Events Assistant
to support our Operations Department. This position works closely with the Meeting and Events Manager to plan and execute all meetings and corporate/social events for the firm and its attorneys. In addition, this position will be responsible for assisting with all daily conference room reservations, internal and external meeting and event requests, answering the phone/email for the Conference Services & Events Department, placing catering orders, and assisting with day-to-day operations of this department.
This position is eligible to participate in the firm's flexible work program.
RESPONSIBILITIES/ESSENTIAL FUNCTIONS
Responsible for scheduling, confirming, ordering catering and all other aspects of conference room reservations and set‑ups for the Firm
Coordinate with caterer on food orders for meetings and events at the Firm while keeping detailed records of each event
Assists the Meeting & Events Manager and other professional staff in planning internal and external meetings, seminars, luncheons, cocktail receptions, the firm’s holiday party and firm picnic, and others as assigned
Assists with handling any technical issues Wiley employees encounter while using the reservation system
Act as on-site contact for outside clients/groups by showing our space and capabilities answering any logistical, AV, or catering questions they may have
Responsible for organizing and requesting various room set‑ups for events through the Operations Manager
Assists in administration of budget and payment requisitions for all Conference Services and Events related expenses and must keep records and submit invoices
Assists with keeping the Conference Services/Events Intranet page details up to date
Supports with administrative operations tasks to include but not limited to scheduling meetings, and preparing event documentation such as post‑event overviews
KNOWLEDGE, SKILLS, AND ABILITIES
The ability to communicate professionally and effectively, both in oral and written form
The ability to multi‑task, prioritize/coordinate deadlines, and track progress of tasks
Ability to organize workflow and use time efficiently
Ability to demonstrate attention to detail and accuracy
Ability to effectively manage shifting priorities and competing deadlines
The ability to learn and effectively use multiple technology platforms and software applications
Must establish and maintain effective working relationships in or out of a team environment
Understands and adopts the organizational structure
Possesses the attitude of collaboration and sharing
Willingness to learn and adopt new methodologies
Must maintain confidentiality of work‑related information and materials
Flexibility to work overtime on an as‑needed basis
EDUCATION AND EXPERIENCE
High school diploma required; bachelor’s degree preferred
One year of professional work experience in hospitality or event/meeting industry preferred
WORK ENVIRONMENT
An on‑site presence is an essential function of this position. Remote work may be permitted in accordance with the firm’s flexible work policy and based on business needs
Position operates in a professional office environment which is usually quiet to moderate
Position routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
Position requires that the employee be able to multi‑task in a fast‑paced work environment
PHYSICAL DEMANDS
While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, and crouch. Requires good hand‑eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read information. Frequently required to sit, reach with hands and arms, talk, and hear
Ability to carry or lift items weighing up to 20 pounds
This description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.
The base salary for this position is $55,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other job‑related factors, consistent with applicable law.
Wiley’s comprehensive benefits package includes medical and prescription drug plan coverage, dental, vision, flexible spending and health savings accounts, life insurance, 401(k) retirement plan with firm discretionary contribution, generous paid time off (PTO) package plus ten firm paid holidays, access to state of the art on‑site fitness facilities and locker rooms and wellness programming, paid parental leave and subsidized backup child/elder care, and more.
*Wiley is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity or expression, genetic information, military and veteran status, personal appearance, family responsibilities, political affiliation, matriculation status, credit information, status as a victim or family member of a victim of domestic violence, a sexual offense or stalking, homeless status, or any other characteristic protected by applicable law.
**This Organization Participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Employers may not use E-Verify to pre‑screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.
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