Event Planner

Event Planner

Full-Time Position | Bass, Berry & Sims

JOB DESCRIPTION:

In addition to the responsibilities listed below, the Event Planner will undertake other duties as requested. This may include, but is not limited to, special projects, budget planning, site/venue inspections and other such duties as may be required. The Event Planner will report to the Director of Marketing. 

Responsibilities:

Coordinate and execute all logistics associated with special events and programs throughout the entire firm, Including, but not limited to, Client Receptions, Summer Associate Social Events, Small Dinner Parties, Annual Partners Dinner, Santa Party, and Halloween party. Duties include:

• Planning all offsite events, as well as onsite events which require additional services above general catering for attorneys, staff, and clients.
• Coordinating with local office contacts in other offices for execution of special events.
• Conducting site selection and contract for space, food, audiovisual needs, etc. for all off site events.
• Creating and editing event lists, invitations, materials and signage.
• Acting as the liaison with catering companies, facilities, security, and business development teams.
• Reviewing event contracts and proposals.
• Coordinating the invitation process and tracking acceptances.
• Handling hotel room blocks for events.
• Coordinating production of handout and presentation materials, nametags, signage, gifts, etc. for social events. This should exclude marketing materials.
• For onsite events, greeting event host and connecting/hand-off to Forrest Solutions personnel in charge of execution.
• For offsite events, greeting event host and where appropriate, hand-off to requesting party once event is running smoothly.
• Conducting research on properties, conferences and speaking opportunities as needed.
• Maintaining project timelines and status reports; providing regular updates to requesting internal or external client.
• Processing check requests and invoices in Aderant (accounting system).
• Tracking and reporting expenditures against budget provided by requesting internal or external client
• Updating EMS with exact specifications to communicate with Conference Center for execution
• Have weekly meetings with Business Analyst, Client Relations Director, and Lead Meeting Support Specialist

Requirements:

The Event Planner will meet the following qualifications:

• Bachelor’s degree required and/or at least five years of marketing or special events experience
• Project management experience is essential
• Must have a willingness to travel and work some nights and weekends
• Experience in a professional services environment and previous law firm experience preferred
• Self-starter who works well in a fast-paced, team-oriented and deadline-oriented environment
• Detail-oriented with strong organizational skills and ability to handle multiple projects simultaneously
• Ability to prioritize workload, work independently, and complete tasks under time pressure as necessary
• Excellent communication skills, both written and oral, and attention to detail; strong work ethic; and poise and professionalism when interacting with internal and external contact
• Flexibility and creativity to respond productively to individualized needs of attorneys; work well with the attorneys and staff; and react to difficult situations appropriately
• Strong computer skills including advanced knowledge of Microsoft Word, Excel and PowerPoint; InterAction experience is a plus

Office Requirements:

·        Office hours will fit the needs of the firm business; these hours will be roughly 8:00 am to 5:00 pm.

·        The Event Planner is expected to work the hours required to adequately perform the functions of the position

Pay and Benefits:

·        The starting salary will be commiserative with the candidate’s background and experience as determined in the annual salary surveys undertaken in the Nashville legal community. 

·        The Event Planner will be evaluated annually by the Director of Marketing. Annual raises will be determined based on evaluations.

·        The Event Planner will receive benefits as outlined in the firm’s handbook which includes medical insurance, life insurance, disability insurance, pension, paid vacation, paid sick leave and paid medical leave of absence. Benefits may be amended or modified from time to time as deemed necessary by the firm.

Physical Requirements:

• The Event Planner must be sufficiently mobile to meet with the administrative heads and attorneys in their work areas or offices, to meet with vendors and other staff in off-site locations, and travel to the firm’s other offices.
• The Event Planner must be able to use a keyboard and operate other such technology as required by the position.
• The Event Planner will be required to rearrange chairs, tables and speaker’s podium, and should have the ability to lift and move such items.