Client Events Coordinator

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Overview:
Become part of the Parker Poe team that – for more than a century – has represented many of the Southeast’s largest companies and local governments. We are a tight-knit firm that values the person beyond the lawyer or professional. Because of this, in addition to structured integration efforts, you will find that mentorship, professional development, and internal referrals happen organically. If you want to join a collaborative team providing sophisticated legal services – without losing sight of our calling to give back to our communities – this is the place to be. We are not utilizing agencies to fill this position.

Job summary:
The Business Development Client Events Coordinator/Specialist position is a non-exempt position reporting to the Director of Marketing. This position will be responsible for planning and executing internal and client events for the purpose of Business Development. This position is also responsible for coordinating the inventory and procurement of all firm promotional materials.

Primary duties and responsibilities:
• Function as a contributing team member of the Business Development and Marketing Department with a “can do” attitude and superior client service skills
• Collaborate closely with Business Development Managers on all client facing events to ensure transparent communication, shared goals and organization for superior client experiences
• Plan, design and produce events with the Business Development Manager while managing all project delivery elements within time limits and budget
• Negotiate contracts for events prior to closing any deals
• 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
• Coordinate procurement of firm promotional materials, which may involve meeting with vendors and negotiating pricing
• Provide feedback and periodic reports to stakeholders related to events and participants
• Work alongside all teams to ensure that both our clients and attorneys benefit from events run by the Firm
• Propose ideas to improve provided services and event quality – utilize data and experiences from past events to enact changes to improve future events/results
• Organize facilities and manage all event details, including: decor, catering, entertainment, transportation, location, invitee list (in coordination with BD Managers and Client Relationship Analyst), special guests, equipment, service staff, bartending, promotional material, etc.
• Coordinate event logistics, including: creating nametags, registration, delivery of tickets and attendee tracking (in coordination with BD Managers and Client Relationship Analyst)
• Keep inventory of firm’s backdrops, projectors, audio equipment, computers, and other display materials for use at events
• Ensure compliance with insurance, legal, health and safety obligations
• Specify event staffing requirements and coordinate their activities during firm events
• Work with both internal and vendor marketing and PR personnel to promote and publicize events in all firm locations
• Establish close affiliation with industry and professional associations and venues to ensure that the Firm received maximum value for receptions, dinners, and external conferences that the Firm sponsors. Work with Business Development Managers, Practice Group Leaders 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
• Proactively handle any arising issues and troubleshoot any emerging problems on the event day
• Seek certification for educational events from various national association and licensing bodies (example CLE credit from NC Bar Association)
• Create event invitations with support of the graphic designer and in coordination with BD Managers
• Manage promotional item requests. Work closely with preferred vendor to ensure items meet branding guidelines. Oversee pre-productions, ordering, and delivery, while being within budget and meeting deadlines
• Keep an active inventory of firm’s promotional materials through tracking, and reconcile usage; and, coordinate with all firm locations to ensure materials are available to attorneys
• Organize event supplies as needed and ship to requesting offices or event locations
• Other duties as assigned by the Director of Business Development and Marketing and/or the Marketing Communications Manager
• Act as an ambassador of the Firm at all times

Requirements:
• 5+ years of event management experience
• Experience in a professional services industry preferred; specific law firm experience preferred
• Ability and wiliness to work overtime, evenings, and weekends, as needed
• The ability to recognize and contribute to a “Firm first” attitude and consistently meet the Department’s Client Service Standards for excellence
• Impressive portfolio of previously managed events
• Excellent time management
• Strong attention to detail
• Strong technology acumen for event software, AV needs, and CRM systems for event support
• Excellent verbal and written communication skills
• Ability to manage multiple projects independently
• MS Office proficiency
• Ability to travel as needed
• Ability to multi-task efficiently and effectively
• Ability to provide excellent customer service to selective professional clientele
• Ability to be prudent and fiscally responsible with firm funds

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