Events Coordinator

(Six month maternity leave coverage)

(February 29^th targeted start date) 

Work with and support the Senior Events Manager, the global events team, attorneys and internal communications teams with the development and implementation of an overall best practice approach to event management on behalf of the Firm.  Act as a liaison/support to other events team members and Practice Development Managers (PDMs). Practice Development = Business Development.

Essential Duties and Responsibilities

Work with PDM teams, partners and internal departments to develop, implement and measure a best practice approach across:

• Client social events
• Client seminars
• Sponsorship opportunities and
• Firm events

Lead the development of objectives and measures for each event by establishing goals, responsibilities and budgets in advance and setting up formal post event analysis including final attendance numbers, budget summaries and client and attorney feedback.

Track the ROI on events.

Work alongside the Practice Development Managers and internal departments to ensure the pre-set budgets are vigorously adhered to and tracked.

Ensure that all stake-holders are kept up-to-date with project progress and ensure the constant review of Event objectives.

Make sure that client contact information and invitee lists for events are stored responsibly through the use of the relevant database, InterAction where appropriate.

Strategize on business development opportunities with the Firm’s “client team leaders,” PDMs and subsequent Firm sponsored affinity groups to develop CLE client based seminars, client cocktail receptions and sponsorship opportunities.

Establish close affiliation with industry and professional associations and venues to ensure that the Firm receives maximum value for receptions, dinners and external conferences that the Firm sponsors.

Work with the Procurement team and partners to ensure that all vendors/suppliers and contracts are managed appropriately and the Firm receives the best possible level of service at all times.

Responsible for managing projects including; research on venues and pricing, promotional item quotes, coordination and purchase of tickets for partners and clients, invite process, vendor contracts and proposed budgets for events.

Work with relevant Firm internal departments including Concierge, Brand and Design and Marketing/Business Development to ensure that the use of in-house resources i.e, design, catering, meeting spaces, etc. are treated as a ‘preferred supplier’ wherever possible.

Manage the production of event materials including:

• Conduct research, compose presentations, make site visits and find resources to help staff make decisions about event possibilities.
• Site selection, contract negotiation
• Invitations, confirmations and agendas
• Seminar materials, slides and handouts
• Evaluation forms
• Budgets
• Name badges
• On-site event management
• Post event communication to clients and attorneys

Work alongside all teams to ensure that both our clients and Firm lawyers benefit from events run by the Firm (including any relevant administrative support required).

Update and publish any relevant in-house event calendars or announcements in a timely manner.