Events & Trial Site Logistics Coordinator

OVERVIEW

The Trial Site Logistics & Events Coordinator is a dual role, handling trial logistics and events projects based on the Firm’s needs.  This position requires travel for site inspections and on-site support during the set-up and breakdown of the trial site, as well as for the duration of trial. 

RESPONSIBILITIES

TRIAL LOGISTICS

• Researches vendors in the city where trials will be held;
• Assists with all logistics coordination, including people, vendors, supplies, hotels, catering and transportation;
• Generates floor plans and prepares logistics documentation for distribution to trial team;
• Coordinates and acquires COIs for buildings; schedules installation and deliveries; and oversees vendor arrivals and departures;
• Collaborates with lawyers and paralegals as well as other administrative internal departments;
• Travels for site visits, trial site set-up and breakdown and remains onsite for the duration of trial;
• Communicates and collaborates with vendors;
• Provides logistical support while at court;
• Anticipates and proactively addresses logistical challenges to ensure seamlessness;

EVENTS

• Collaborates with the Events team on the planning and execution of both large and small events including site selection, contract negotiation, menu selection, design of invitation, RSVPs, list management, onsite staffing, transportation and follow-up;
• Uses project management skills and tools, such as timelines, budget worksheets, agendas and event schedules, to define and communicate event parameters and ensure that defined procedures are implemented to ensure flawless execution;
• Provides ongoing support including drafting of event communications, organizing data, files, and materials, compiling information, preparing routine and ad-hoc reports, and responding to requests for assistance;
• Acts as expert Cvent user and works with Events Assistants to ensure Cvent data is complete and accurate, running reports as needed;
• Researches site venues and vendors, makes in-person connections, maintains venue/vendor files and contact details;
• Generates and assigns event related materials such as name tags, place cards, menus and other event materials; and
• Performs other duties as assigned.

QUALIFICATIONS

• Bachelor’s degree required.
• At least two years of event planning or related experience. Corporate or legal experience a plus.
• Excellent communication, both verbal and written, skills;
• Strong organizational, project and time management skills;
• Knowledge of NY venues and vendors preferred;
• Ability to work effectively with lawyers, staff and vendors of all levels to implement successful events;
• Creativity, flexibility, adaptability, excellent teamwork skills and an ability to work cross-functionally;
• Ability to work independently, meet multiple deadlines, multi-task while working on competing priorities, and respond well to change;
• Must maintain a professional demeanor;
• Strong written and oral communication skills; and
• Ability to work overtime including evenings and weekends, and travel out of state for weeks at a time, as needed.

This position is located in our New York office, and currently has a hybrid work schedule, but that is subject to change. The estimated salary range for this position is $60,000 to $80,000 plus overtime. The actual salary offered will be based on a wide range of factors, including relevant skills, training, experience, education, and where applicable, licensure or certification obtained. Market and Firm factors are also considered. In addition to base salary and discretionary bonus(es), we offer a generous employee benefits package including, but not limited to, paid time off, medical, dental, vision care, 401(k) and substantial health club discounts.

Salary : $60,000 - $80,000