October 24, 2007

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Events Coordinator

Location: New York, NY
Date Posted: 04-09-2019



The Events Coordinator is responsible for coordinating and executing Firm-hosted client events and internal events for departments and practice groups, both on-site and off-site. The Events Coordinator will work closely with the Attorneys, other Business Services Departments, and team members from the Marketing and BD Department on coordinating and executing a wide variety of client and internal events. These events include the firm’s major annual client events, closing dinners, other client events, welcome events for the First Year Associates, Diversity and Inclusion events, internal holiday and summer events for the departments and practice groups, as well as working on the annual Partners Retreat. The Events Coordinator will also assist the Senior Events Coordinator and the Senior Manager of Events with the creation, maintenance, and tracking of the annual events budget for both client and internal events.


JOB RESPONSIBILITIES:


Primary:
  • Assist, and when assigned, manage logistics, budgets and execution for assigned events from conception to completion to ensure they meet Firm quality standards and objectives.This will include researching venues and vendors, updating, managing and maintaining the invitation list as well as responses and final attendee lists and the ability to collaborate on a project basis with outside vendors. The Coordinator will also ensure that all other event-related logistics are effectively accomplished.
  • Coordinates event evaluations following each event – evaluations track final attendance, budget, suggestions for improvement and any client & attorney feedback.
  • Sends reminders and follow-up invitations once the initial mailing has been completed by the CRM team.
  • Ensures that client contact information and invitee lists for events are stored accurately for each event through the use of BusinessBook (Interaction).
  • Coordination and purchase of one off tickets for partners and their clients.
  • Works with the Events Assistant to reconcile the events department monthly ledger to properly reallocate all costs associated with internal, external and client facing events.
  • Works with promotional merchandise vendors to order items for specific events as well as to re-stock standard brand items (umbrellas, pens, notebooks, etc.)
  • Keeping current on new restaurant and venue options in New York City as well as developing and maintaining relationships with the sales and events teams at the locations.
  • Provides restaurant recommendations and secures reservations when requested to do so.


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
  • Ability to work in the evenings and weekends, as needed, with events support.
Assists with special projects when requested including assisting the Research Team as necessary compiling client attendee bios.


JOB SPECIFICATIONS:


Education: College Degree preferred.


Experience: 1-2 years of related experience preferred in a professional services environment.


Skills and Abilities:   
  • Ability to handle and prioritize multiple assignments 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. 
  • Outstanding interpersonal skills and ability to work effectively with a variety of people and departments. 
  • Must have strong attention to detail, excellent organizational skills and ability to think creatively. 
  • Ability to act in a professional manner at all times. 
  • Ability to act with a high degree of integrity and maintain confidentiality.


Technological Skills: Excellent proficiency with MS Office Suite. Knowledge of InterAction and Vuture a plus.


 
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