October 24, 2007

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Events Specialist

Location: New York City, NY
Date Posted: 03-26-2019



The Events Specialist will support the U.S Client Events Manager and Global Manager in addition to supporting Business Development team and the firm’s fee earners. Our ideal candidate holds a bachelor’s degree, has successfully worked on events in a law firm or professional services firm and has a great deal of self-sufficiency in accomplishing their duties



ESSENTIAL JOB FUNCTIONS:
  • Serve as the lead project manager for events from initial creative design and pre-planning stages through to on-site execution.
  • Select and secure appropriate venues and process contracts together with the Procurement team.
  • Prepare event proposals and manage event budgets ensuring that expenses are within the approved budget; process all related payments and invoices.
  • Liaise with key stakeholders regarding invitations and mailing lists.
  • Oversee development of invitation lists via CRM
  • Use the firm’s email management system (Vuture) to create email invitations; oversee design
  • Track all events and ROI by using the firm’s events hub.
  • Update all stakeholders regularly on project progress.
  • Produce event materials (signage, nametags, etc.);
  • Manage vendor relationships.
  • Arrange for production of event materials, such as name badges, signage and promotional items.
  • Coordinate purchase and distribution of promotional items and client gifts.
  • Work with vendors and catering contacts (in-house and external).
  • Attend events, as appropriate, and manage on-site logistics including all on-site hospitality, audio-visual and other logistics and costs.
  • Develop event staffing and execution plans.
  • Maintain a detailed electronic filing system for all events.
  • Any other ad hoc duties as reasonably requested.


QUALIFICATIONS / KSAs:
  • Bachelor’s degree preferred.
  • 5-7 years of event planning experience, preferably in a law firm or professional services environment.
  • Thrive under pressure and work well in a fast paced environment.
  • Passion for event production/execution and logistics.
  • Detail-oriented and organized.
  • Excellent knowledge of vendors and venues.
  • Excellent negotiation skills.
  • Collaborative attitude.
  • Proven ability to plan, manage and execute multiple events simultaneously with limited supervision.
  • Ability to travel and work outside of office hours as needed.
  • Working knowledge of CRM and email management system tools, interest in emerging events technologies.
  • Good oral and written communication skills. Good grammar, vocabulary and reading comprehension.
  • Good interpersonal skills with polite, professional and positive manner.
  • Ability to maintain confidentiality.
  • Ability to learn new skills as they become necessary.
  • Ability to work independently and as a team player in a collaborative organization.




 
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