Special Events Coordinator

Overview

• Coordinate and execute client-facing events to support business development initiatives.
• Work within the Marketing Department, reporting to the Senior Manager, Special Events.
• Plan and manage virtual, on-site, and off-site events for the firm.
• Collaborate with various departments to ensure seamless event execution.
• Develop communication plans and targeted outreach strategies for events.
• Utilize platforms like Vuture, InterAction, Zoom, and Cvent for event management.
• Perform pre- and post-event evaluations to measure success and improve processes.
• Support firmwide initiatives through effective event planning and execution.

Key Responsibilities & Duties

• Coordinate diverse client events, including webinars, CLE programs, receptions, and retreats.
• Develop and implement communication plans to maximize event attendance.
• Create and manage event invitations and RSVP lists using specialized platforms.
• Oversee event logistics, including setting goals, defining responsibilities, and establishing budgets.
• Research, negotiate, and contract venues and vendors for events.
• Build and maintain registration websites and mobile applications for retreats and summits.
• Coordinate onsite materials, signage, and name badges for events.
• Manage client gifts inventory and ordering processes.
• Facilitate installation and dismantling of exhibit booths at industry events.

Job Requirements

• Bachelor’s degree in Marketing, Business, Communications, Events Management, or Hospitality preferred.
• Minimum of one year of events experience, preferably in a professional services or law firm environment.
• Proficiency in MS Word, MS Excel, Vuture, InterAction, Zoom, and Cvent preferred.
• Strong organizational skills with attention to detail and ability to manage multiple projects.
• Effective communication skills, both verbal and written, with excellent grammar and punctuation.
• Ability to work flexible hours, including early mornings, evenings, and weekends as needed.
• Enthusiastic self-starter capable of working under supervision and independently.
• Willingness to travel in support of events and firm initiatives.
• Strong client service orientation and ability to build rapport with attorneys and staff.