Law Firm Conference Room Coordinator Job at Beacon Hill (Miami)

Law Firm Conference Room Coordinator

A global law firm seeks a Conference Room Coordinator for their Miami office. Th...

Location

United States , Miami

Salary:

Not provided

Beacon Hill

Expiration Date

Until further notice

Requirements

Minimum 1-2 years of relevant experience planning and executing corporate events and hospitality experiences
3 years' experience in customer service
Flexibility in daily work schedule necessary to accommodate Conference Center requirements, including occasional evenings
High School Diploma
Excellent customer service skills

Job Responsibility

Review daily, weekly, monthly conference room schedule to determine meeting needs
Use room scheduling system to assign conference rooms, ensure proper room set up, food and beverage delivery, equipment delivery and installation, and other services as required
Hold weekly meeting with other departments (e.g., Office Services, Marketing, Firmwide Events, Recruiting, IT, Reception) as necessary to review the upcoming week's details
Check meeting services prior to meetings to ensure all services are established and ready, and provide on-site support (before, during, and after) of hospitality events
Monitor appropriate use of rooms and general condition of the conference center floor
Coordinate food and beverage ordering for non-conference center hospitality areas
Coordinate the office floral deliveries and plant servicing
Organize and maintain an accurate inventory of hospitality catering items
Coordinate site operations in accordance with building procedures and policies while being mindful of contract guidelines
Provide information, direction and oversight to outside vendors to ensure high quality completion of work

Fulltime

Law Firm Conference Room Coordinator

A global law firm seeks a Conference Room Coordinator for their Miami office. Th...

Location

United States , Miami

Salary:

Not provided

Beacon Hill

Expiration Date

Until further notice

Requirements

Minimum 1-2 years of relevant experience planning and executing corporate events and hospitality experiences
3 years' experience in customer service
Flexibility in daily work schedule necessary to accommodate Conference Center requirements, including occasional evenings
High School Diploma
Excellent customer service skills

Job Responsibility

Review daily, weekly, monthly conference room schedule to determine meeting needs
Use room scheduling system to assign conference rooms, ensure proper room set up, food and beverage delivery, equipment delivery and installation, and other services as required
Hold weekly meeting with other departments (e.g., Office Services, Marketing, Firmwide Events, Recruiting, IT, Reception) as necessary to review the upcoming week's details
Check meeting services prior to meetings to ensure all services are established and ready, and provide on-site support (before, during, and after) of hospitality events
Monitor appropriate use of rooms and general condition of the conference center floor
Coordinate food and beverage ordering for non-conference center hospitality areas
Coordinate the office floral deliveries and plant servicing
Organize and maintain an accurate inventory of hospitality catering items
Coordinate site operations in accordance with building procedures and policies while being mindful of contract guidelines
Provide information, direction and oversight to outside vendors to ensure high quality completion of work

Fulltime

Law Firm Conference Room Coordinator

A global law firm seeks a Conference Room Coordinator for their Miami office. Th...

Location

United States , Miami

Salary:

Not provided

Beacon Hill

Expiration Date

Until further notice

Requirements

Minimum 1-2 years of relevant experience planning and executing corporate events and hospitality experiences
3 years' experience in customer service
Flexibility in daily work schedule necessary to accommodate Conference Center requirements, including occasional evenings
High School Diploma
Excellent customer service skills

Job Responsibility

Review daily, weekly, monthly conference room schedule to determine meeting needs
Use room scheduling system to assign conference rooms, ensure proper room set up, food and beverage delivery, equipment delivery and installation, and other services as required
Hold weekly meeting with other departments (e.g., Office Services, Marketing, Firmwide Events, Recruiting, IT, Reception) as necessary to review the upcoming week's details
Check meeting services prior to meetings to ensure all services are established and ready, and provide on-site support (before, during, and after) of hospitality events
Monitor appropriate use of rooms and general condition of the conference center floor
Coordinate food and beverage ordering for non-conference center hospitality areas
Coordinate the office floral deliveries and plant servicing
Organize and maintain an accurate inventory of hospitality catering items
Coordinate site operations in accordance with building procedures and policies while being mindful of contract guidelines
Provide information, direction and oversight to outside vendors to ensure high quality completion of work

Fulltime

Receptionist

Law Firm in Downtown Miami seeks a Receptionist to join their team. The Receptio...

Location

United States , Miami

Salary:

Not provided

Beacon Hill

Expiration Date

Until further notice

Requirements

High school diploma or equivalent required
Prior reception or administrative experience in a law firm or professional services environment
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Excellent communication skills, both written and verbal
Strong organizational and time management skills
Detail-oriented with the ability to manage multiple tasks simultaneously
Ability to maintain confidentiality and handle sensitive information
Professional demeanor and dependable work ethic
Regular in-office attendance

Job Responsibility

Greet clients, visitors, attorneys, and staff in a professional and welcoming manner
Manage incoming calls and direct them to the appropriate person or department
Maintain the reception area and ensure it is clean, organized, and presentable
Schedule and coordinate appointments, meetings, and conference room reservations
Manage conference room reservations in Rendezvous for the Miami office
Handle expense reimbursements, check requests, and invoice processing
manage office credit card expenses, obtain appropriate documentation, and submit to appropriate parties
Provide administrative and clerical support as needed
Collaborate across teams to ensure smooth office operations
Serve as backup for Office Services role as needed (e.g., prepare courier packages, distribute mail, manage hospitality functions such as meeting setup and refreshments, maintain shared areas and conference rooms)

Fulltime

Executive Assistant, Internet & Strategy Litigation

The Litigation Executive Assistant operates with a high level of autonomy, judge...

Location

United States , Palo Alto

Salary:

46.67 - 63.14 USD / Hour

Wilson, Sonsini, Goodrich & Rosati

Expiration Date

Until further notice

Requirements

Bachelor’s degree preferred
Minimum 5 years of litigation experience in a law firm environment, demonstrating success in managing complex workflows, client matters, and competing priorities
Proficiency in e-filing in both state and federal courts required
Advanced skills in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and PDF editing tools
familiarity with AI-based tools for drafting, scheduling, research, and workflow optimization preferred
Experience with Google Workspace is a plus
Exceptional organizational skills and attention to detail
Strong client service orientation and a professional demeanor marked by discretion, confidentiality, and sound judgement
Proven ability to support fast-paced, high-volume litigation practices, demonstrating strong project management and prioritization skills
Adaptable and resourceful, with strong sense of urgency and accountability when navigating shifting priorities

Job Responsibility

Serve as a key point of contact for attorneys, clients, vendors, and firm departments
Facilitate new business intake processes, including opening new clients and matters, initiating conflict checks, and preparing engagement, waiver, and disclosure letters
Perform e-filings in state and federal courts
prepare and send courtesy copies to judges and opposing counsel
Manage attorney admissions, court logins, and Certificates of Good Standing for pro hac vice applications
Coordinate hearings, depositions, mediations, and trial logistics, including virtual appearances, travel, hotel and conference room arrangements, and catering
Assist attorneys and case teams in tracking and monitoring state and federal cases
Maintain accurate client and case records in the firm’s document management system (e.g., NetDocs)
Manage high-volume attorney inboxes and calendars, prioritizing and addressing action items, distributing and saving key documents
Schedule and coordinate internal and client meetings and conference calls, including catering, room reservations, and technology setup

What we offer

highly competitive salary and benefits package
discretionary year-end merit bonus based on performance

Fulltime

Corporate/transactional Legal Administrative Assistant

This respected well known, Uptown Dallas Law Firm is looking for a highly organi...

Location

United States , Dallas

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

Minimum of 3 years of experience working in a mid- or large-sized law firm, preferably in the Finance practice area
Proficiency in calendar management and scheduling for multiple individuals
Strong skills in corporate finance and transactional administrative matters
Exceptional attention to detail and ability to proofread documents for accuracy and consistency
Solid understanding of legal terminology and processes, particularly in corporate legal settings
Must be a pro at utilizing a variety of software programs to include MS Word, Excel, Outlook, PowerPoint and Adobe. Prefer DeskSite, Interaction, and Chrome River
Effective communication skills to liaise with attorneys, clients, and team members
Familiarity with legal billing systems and expense reporting tools

Job Responsibility

Process new client and matter requests, manage client billing, and handle time and expense reports with accuracy and efficiency
Prepare and edit drafts, revisions, and finalized documents for legal matters, including correspondence, memoranda, bills, and project-related materials
Review and proofread documents for accuracy, format consistency, and compliance with firm standards
Coordinate meetings and appointments, reserve conference rooms, and greet clients and guests in a courteous manner when needed
Maintain attorneys’ appointment calendars, ensuring all schedules are up-to-date and conflicts are avoided
Assist with transactional and corporate legal matters, providing administrative support as required
Handle administrative tasks related to corporate finance and legal actions, ensuring timely and precise execution
Collaborate with attorneys and other team members to support ongoing projects and meet deadlines

What we offer

medical, vision, dental, and life and disability insurance
eligible to enroll in our company 401(k) plan
free online training

Manager, Special Events

Porzio, Bromberg & Newman, P.C. (Porzio), is a highly-respected, well-establishe...

Location

United States

Salary:

Not provided

Porzio, Bromberg & Newman, P.C.

Expiration Date

Until further notice

Requirements

Bachelor’s Degree, preferably in event management, communications, marketing or a similar field
Minimum five (5) years of event planning experience, preferably in a law firm or other professional services setting
Strong knowledge of and experience in integrated marketing plan development and execution
Solid project management skills
Excellent interpersonal and communication skills with a professional demeanor
Ability to lead initiatives and work with other staff members within the department and beyond as well as gain buy-in from attorneys
Ability to work under tight deadlines and manage multiple projects while prioritizing assignments and adapting quickly to change in a fast-paced, deadline-driven environment
Ability to handle and maintain confidential information
Ability to travel up to 25% of the year
Ability to work flexible hours, including after regular business hours and on weekends

Job Responsibility

Serve as project manager in the deployment of marketing and client-facing events hosted / sponsored by the Firm and ancillary business, such as teleconferences, webinars, seminars, and other events, including the development and production of marketing materials and on-site logistics
Manage and oversee a robust conference calendar to maximize benefits and practice area exposure
Serve as the liaison for hosted or third-party events, along with being the public face of the firm to external organization(s), securing all details, arranging for catering and audio-visual needs, and ensuring appropriate set-up and break-down
Lead client event execution, including the planning of event logistics, budgeting, on-site support, and materials management including the coordination of event deliverables such as email invitation campaign, PPT clean up, relevant printed / PDF handouts, web updates, social media, marketing, signage, continuing education forms and promotional items
Collaborate with internal support staff to ensure coordination of conference room scheduling and room setup services including audio-conferencing, and audio-visual equipment, drink and food setup
Conduct rehearsals as needed and event day production including monitoring and managing break out rooms and virtual waiting rooms, assist with features such as screen sharing, recording, Q&A, polling, muting, and technical troubleshooting
Host prep calls with the speakers to ensure their audio, video, background, Internet bandwidth, etc. meet specifications and advising them on how to optimize their presentation experience
Assess the results of events and provide recommendations for future modifications seeking to improve client experience and firm efficiency (labor, time, and costs)
Manage relationships with outside vendors and negotiate contracts with outside vendors and venues to ensure favorable terms for the firm
Monitor the standards of accreditation organizations (CLE, SHRM, HRCI, CPE, CFP, and CTFA, among others) to ensure that seminars and webinars are accredited accordingly, and information filed promptly

Fulltime

Legal Administrative Assistant

We’re partnering with a leading law firm in San Francisco to source a highly ski...

Location

United States , San Francisco

Salary:

Not provided

Robert Half

Expiration Date

Until further notice

Requirements

2+ years’ experience supporting attorneys in a law‑firm environment
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Strong writing, communication, and proofreading skills
High attention to detail, strong organizational habits, and ability to manage competing priorities
Ability to work independently while contributing effectively to a team

Job Responsibility

Manage attorney calendars, contacts, meeting logistics, and conference room reservations
Greet clients, prepare meeting materials, and coordinate AV, food, or room requirements
Prepare and reconcile monthly expense reports and corporate card activity
Coordinate domestic travel arrangements
Prepare, proofread, and format legal documents—including TOCs, tables, and electronic filings
Perform scanning, copying, binding, and other general administrative tasks
Create and maintain organized physical and electronic filing systems
Support new matter openings, engagement letters, and binder preparation
Track bar admissions and CLE deadlines for assigned attorneys
Handle time entry, contract attorney time tracking, and prebills

What we offer

medical, vision, dental, and life and disability insurance
eligible to enroll in our company 401(k) plan

Fulltime

Law Firm Conference Room Coordinator

Beacon Hill

Location:
United States , Miami

Category:
Office Administration

Contract Type:
Employment contract

Salary:

Job Description:

Job Responsibility:

Requirements:

Nice to have:

Additional Information:

Job Posted:
January 15, 2026

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Category:Office Administration

Contract Type:Employment contract

Salary:

Job Description:

Job Responsibility:

Requirements:

Nice to have:

Additional Information:

Job Posted:January 15, 2026

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