Special Events Assistant

New York, NY

The Special Events Assistant assists with the planning and execution of Firm events including receptions, luncheons, dinners, outings, client seminars, orientation events, client development, charitable and social events. 

Responsibilities

• Assisting the Events team with the planning and execution of all events including site selection, contract negotiation, menu selection, design of invitation, RSVPs, list management, onsite staffing, transportation and follow-up;
• Providing 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;
• Assisting with managing the Firm’s presence at external charitable events; coordinates directly with the Business Development department to ensure that the Firm’s clients are supported by key attorneys at each event. Sends invitations; manages guest lists; liaises with non-profit organizations; updates internal records;
• Supporting heavily with event management software (Cvent) projects and updates;
• Researching site venues and vendors, makes in-person connections, maintains venue/vendor files and contact details;
• Assisting Events team with on-site event preparation and floor plan generations;
• Generating name tags, place cards, and other event materials;
• Working with approved external brokers for cultural or sporting ticket requests and provides other client entertainment support as needed;
• Proofreading internal and external communications; and
• Performing other duties as assigned.

Qualifications

• Bachelor’s degree required;
• One to two years of experience in a similar field, Corporate or Legal experience a plus;
• Excellent communication, both verbal and written, skills;
• Knowledge of Microsoft Word and Lotus Notes;
• Strong organizational, project and time management skills;
• Knowledge of NY venues and vendors a plus;
• Creativity, flexibility, adaptability, excellent teamwork skills and an ability to work cross-functionally;
• Ability to work independently, meet multiple deadlines and flexibility with changing demands;
• Must maintain a professional demeanor;
• Must be articulate and client service oriented; and
• Must be available to work overtime as needed, including nights and on weekends.