Special Events Coordinator

New York, NY

Summary
The event team is part of the Marketing and Business Development department. This team is responsible for client facing and non-client facing events that the Firm hosts and/or sponsors, with the exception of legal recruiting events. The Event Coordinator’s responsibilities include assisting with the planning, production, and execution of conferences, sponsorships, webinars, client entertainment, networking events, and internal social and substantive events.

Responsibilities

The position involves the coordination of events, including:

• Planning, coordinating, and executing the logistics for events and performing post-event wrap up. Specific tasks include, but are not limited to, event production timeline creation, venue proposals and selection management, management of pre and post-event budgets, coordination of 3rd party vendors including venues, caterers, florists, and A/V providers, contract negotiations, coordination with the Graphic Design team on the creation of all event-related materials invitation creation, registration and attendee list management (pre and post event), events statistics, and event debriefs;
• Coordinating the logistics for sending marketing items to conferences and business development trips;
• Ordering giveaway items and speaker gifts;
• Working on a collaborative basis with Business Development, Marketing Communications, CRM/e-marketing, Public Relations, and Alumni Relations teams; as well as internal catering, facilities, and A/V teams
• Working with, following up, and following-through with Partners and internal departments to coordinate dinners, receptions, and outings, including concerts, arts performances, and sporting events;
• Staying current on what is happening in New York City, Washington, D.C., and other cities in which the Firm conducts business, including new venues, restaurants, food trends, entertainment, and event technology;
• Establishing and cultivating relationships with vendors and industry professionals to ensure that the Firm receives the highest level of service;
• Updating and maintaining a Firm-wide events calendar and assisting with event-related correspondence;
• Traveling as necessary for on-site event execution; and

Requirements

• Three years’ experience planning events.
• Experience in a corporate legal or professional services organization .
• Knowledge of the events industry and its resources.
• Team player with superior client service skills and attention to detail and quality.
• Working knowledge of restaurants and venues in other major cities (US & and International) in which the Firm conducts business.
• Flexibility to work outside of standard office hours, as needed, to attend events and complete necessary and time sensitive tasks.
• Expected to monitor emails outside of normal business hours and be available as needed.
• Fluency in Spanish is a plus.
• Bachelor’s Degree in Marketing, Business Administration, Liberal Arts, or a related field is desired; and
• Must be proficient in the use of MS-Office (Word, PowerPoint, Excel, etc.), CRM, and willing to learn and use new technologies.