Marketing Services Coordinator

Reports to:  Senior Manager of Marketing Services and Events Manager of Marketing Services

M-F 930am-530pm 

Job Summary

The Marketing Services Coordinator is responsible for supporting the overall Marketing Services team with regards to supporting the events team with Firm-hosted external and internal events, both on-site and off-site. The Marketing Services Coordinator will work closely with the graphics team to maintain the Firm’s charitable contributions and also support the Marketing team with client memos, intranet/internet maintenance, budget and Firm hosted sponsorships and speaking engagements.

Job Relationships

Reports directly to the Senior Manager of Marketing Services and the Events Manager of Marketing and Business Development.  He/She will work closely with all members of the Marketing and Business Development Department.  Interacts frequently with legal and administrative staff, across all levels and offices. 

Job Responsibilities

Primary

• Manages the invitation lists and responses, and ensure that all other event-related logistics are effectively accomplished.
• Coordinates all event evaluations following each event – evaluations will track final attendance, budget and client & attorney feedback
• Ensures that client contact information and invitee lists for events are stored accurately for each event through the use of BusinessBook.
• Works with the Sr. Manager of Marketing Services to develop, copy edit and proofread event materials that support the Firm’s identity standard.
• Reconciles of the Marketing Services department portion of the budget to properly reallocate all costs, including, but not limited to, reconciling the monthly ledger, code invoices and team AMEX, maintain the Marketing Visibility, Reputation and Client Events cost chart, the invoice tracking sheet, and track, review, approve and report on the Firm’s and individual memberships.
• Collaborates with the Graphics team to maintain the charitable contributions database, create charitable ads from templates, seek partner approval and submit to the various organizations.
• Collaborates with the Client Information team to develop targeted mailing lists for each event or sponsorship; initiate market research to improve the mailing/contact list, as needed.
• Maintains a section on the Firm’s public web site regarding relevant Firm events, sponsorships, attorney speaking engagements, careers, offices, attorney photos and photo strips as well as supporting the Firm’s intranet homepage.
• In conjunction with the Client Memorandum Team, coordinates and distributes client memorandums and alerts, intranet, website postings and other support functions.

Secondary

• Supports the Client Information team with data quality within BusinessBook, including, but not limited to, confirming data is accurate, approving/rejecting changes made to data, passing on data management requests as needed, ensuring that users are resolving their contacts. A critical element of this responsibility is to ensure data validation auditing rules are adhered to; to enable the Firm to track accurately the quality of its data and the effort employed to manage quality.
• Ability to work in the evenings and weekends, as needed, with events support, client memorandum, alerts and other client mailings that need to be completed in addition to assisting with other Firm related projects.
• Provides support in researching and monitoring websites, periodicals and other resources as requested to identify and suggest speaking engagements, sponsorships, or co-sponsorship opportunities appropriate for the attorney.
• Provides support in preparing attorneys for speaking engagements, seminars and webinars. This includes providing them with standard Firm PowerPoint template to prepare their presentations and helping to organize hand-out materials and logistics, as needed.
• Assists with special projects when requested.

Job Specifications

Education

• College Degree preferred.

Experience

• At least 2-4 years of work related experience in a professional services environment.

Skills and Abilities

• Juggles multiple projects productively while ensuring quality standards are upheld at all stages within established deadline and review processes.
• Provides excellent client service and responsiveness, communicates clearly and consistently.
• Must have strong orientation to detail, excellent organizational skills and ability to think creatively.
• Ability to communicate effectively and clearly with attorneys, professional level staff, and peers.
• Ability to act in a professional manner at all times.
• Ability to act with a high degree of integrity and maintain confidentiality.
• Ability to handle and prioritize multiple assignments.
• Ability to work under pressure with interruptions and tight deadlines.
• Ability to collaborate on a project basis with outside vendors.
• Ability to use independent judgment.

Attendance

• All positions require punctuality and regular attendance.

Technological Skills

• Excellent proficiency with MS Office Suite and use of the Internet.
• Knowledge of InterAction and Tikit a plus.