Events and PR Specialist

New York, NY 

Summary

This position provides PR support (directory and awards submissions) and event support, primarily for the Firm’s business services departments. The Public Relations Specialists must be a strong writer, self-starter and team player with strong interpersonal communication, organizational, and project management skills. 

Responsibilities

Event Needs

• In consultation with relevant stakeholders, the Events and PR Specialist will work with our business services departments, including Business Development, Legal Recruiting, Professional Development and Diversity, Equity and Inclusion (DEI), to manage all aspects of their events.
• Create and send all event-related communications, including invitations, reminders, travel and other logistical details, safety protocols, CLE information, dietary restrictions, hotel coordination and responses to guest inquiries, among others; track guest RSVPs.
• Liaise with the Graphics team to create event collateral, including signage and name badges.
• Reserve meal and reception venues, i.e., make reservations, negotiate and execute contracts; design and approve menus, floorplans, seating charts and other banquet details with reference to event objectives, budget, dietary restrictions and stakeholder preferences.
• Organize social activities in adherence to the firm’s ABA wellness pledge; develop market knowledge of providers in the firm’s footprint and recommend and organize events for various firm groups.
• Schedule and conduct site walk-throughs and run-of-show meetings; provide onsite event support; manage vendors, such as restaurant and hotel staff; provide support with the set up and staff check-in table if needed; and manage onsite logistics, such as delivery of remarks and transportation.
• Reserve local transportation and courier services for programs as needed.
• Work closely with the firm’s travel services team when necessary; negotiate rates and other terms for major events; maintain rooming lists for events based on event RSVP and travel data; coordinate with respective LTAs to manage calendaring, booking and coordinating of room reservations; maintain information on key stakeholder preferences; liaise with hotels regarding reservations and contracts.
• Manage event budgets (track actual expenditures against budgeted line items and report to budget owners).

PR Needs

• Work closely with the PR team, business development colleagues, other firm departments and lawyers as necessary to coordinate deadlines, create templates and process documents for all key legal directory submissions and awards nominations.
• Assist with writing select submissions, including reviewing and editing content.
• Track nominations and results for directories and awards.
• Liaise with editors and researchers to better understand any updates to methodology and guidelines for directory submissions.
• Other responsibilities as may be assigned from time to time.

Qualifications

• A Bachelor’s degree from an accredited four-year college or university
• A minimum of three years of related work experience
• Prior work experience in a professional services environment
• Strong organizational skills and an ability to prioritize
• Excellent writing, editing and proofreading skills
• Able to complete simultaneous projects with minimal supervision
• Ability to think critically and analytically, and exhibit sound judgment
• Effective interpersonal and team working skills
• Demonstrated written and oral communication skills
• An ability to meet deadlines and work well under pressure
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Microsoft SharePoint. Familiarity with InterAction, Website CMS and Concep Campaigner software [Marketing] a plus.
• Flexibility to evolve with the position as required
• Strong organizational skills
• Ability to work under pressure
• Excellent research skills

*Client is an international law firm with offices in New York, Los Angeles, Washington DC, Sao Paulo, London, Frankfurt, Munich, Beijing, Hong Kong, Tokyo, Singapore, and Seoul.

**The Firm is an equal opportunity employer.  They are firmly committed to a policy of non‑discrimination and to the rights of all employees to work in an environment free of sexual harassment and discrimination. Moreover, discrimination against or harassment of any employee on the basis of the employee’s actual or perceived age, race, color, religion, hair, hair texture, disability, caregiver, marital or partnership status, pregnancy (including childbirth, breastfeeding, or related medical conditions), ancestry, national origin and citizenship, gender, gender identity and expression, sexual orientation, sexual and reproductive health decisions, military or veteran status, creed, genetic predisposition, carrier status or any other classification protected by federal, state and local law, is not acceptable and appropriate disciplinary action may be taken against any employee willfully violating this policy. This policy applies to recruiting, hiring, placement, promotions, training, discipline, terminations, layoffs, recall, transfers, leaves of absence, compensation and all other terms and conditions of employment.