Event Coordinator

Attn: Event Coordinators…Take the next step in your Marketing Career at a top Boutique Law Firm

Events Coordinator Job Description Summary:

The Events Coordinator is responsible for planning and executing the firm’s external client-facing events and attorney speaking engagements. These include onsite and offsite seminars, client dinners, receptions, retreats, conferences and other activities for specific practice areas and functions at the firm.

The Events Coordinator will be responsible for managing the development and execution of events to ensure all events run smoothly from ideation to budgeting and planning to follow-up.

The Events Coordinator will interact and communicate with the entire Marketing and Business Development Department team, partners, attorneys and business services staff across all offices.

Duties/Responsibilities:

• Serve as the lead project manager for events from initial creative design and pre-planning stages through on-site execution.

• Responsible for being onsite (before, during and after) to manage on-site logistics including all on-site hospitality, audio-visual and other logistics.

• Ensure alignment with the Marketing and Business Development team on all client facing events and ork with partners and practice management to develop an understanding of the internal and external clients based on business development plans.

• Collaborate with the firm’s Marketing and Business Development team to create email invitations and oversee design and content as well as other collateral including agendas, seminar materials, slides, handouts, evaluation forms, name badges and promo items.

• Conduct site visits, select and secure appropriate venues and process contracts.

• Prepare event proposals, “run of show” documents and other planning documents to ensure events runs smoothly.

• Assist with managing event budgets, ensuring that expenses are within the approved budget, and processing all related payments and invoices.

• Ensure all documents and relevant materials are stored in iManage and client information responsibly saved in relevant databases.

• Liaise with partners and Marketing and Business Development leads, as needed, regarding invitations and mailing lists.

• Suggest, implement and share best practices on management and operations for events with Business Development and Marketing teams.

• Build and strengthen vendor outside relationships.

• Assist with special projects, including training materials and best practice documents.

• Assist with technologies and tools for firm communications, including email campaign software, CRM and other project management tools.

Required Skills/Abilities:

• Proven experience managing professional events from concept through execution

• Excellent written and verbal communication skills, attention to detail, organizational and project management skills

• Excellent interpersonal skills

• Must be punctual and reliable

• Able to work independently and as part of a team, managing multiple projects simultaneously and meeting deadlines

• Able to work effectively in a fast-paced environment

• Strong creative thinking and problem-solving skills

• Outstanding client service mindset and professional demeanor; ability to represent the firm positively in various settings

• Ensure confidentiality of all the firm’s and clients’ documentation and information

• Proficiency with Microsoft applications, including Word, PowerPoint, Outlook and Excel

Experience & Qualifications

• Bachelor’s Degree preferred

• 2-3 years of event managing experience in an event management company or professional services environment.

Physical Requirements:

• Must be able to sit for prolonged periods at a desk and work on a computer.

• Must be able to lift up to 15 pounds at times

Salary Range:

• $75,000 - $85,000 (Depending on experience)