The Manager of Events & Special Projects is responsible for overseeing the planning and execution of Firm events (internal and external) for lawyers, clients, recruits and staff, while collaborating with the Manager of Trial Site Logistics & Special Projects. This position oversees a team of Events professionals and Trial Site Logistics Coordinators.
General Responsibilities: - Oversees the Events team on the planning and execution of Firm events, including site selection, contract negotiation, menu selection, design of invitation, RSVPs, list management, onsite staffing, transportation and follow-up;
- Uses project management skills and tools, such as timelines, budget worksheets, agendas and event schedules, to define and communicate event parameters and ensure that defined procedures are implemented to ensure flawless execution;
- Provides 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;
- Acts as expert Cvent User. Works with Events team to ensure Cvent data is complete and accurate, and oversees the Cvent training for junior team members and new joiners. Runs reports as needed and assists with design and implementation of new Cvent templates;
- Researches site venues and vendors, makes in-person connections, and maintains venue/vendor files and contact details;
- Collaborates with Events team and Manager of Events & Conference Services on on-site event preparation and floor plan generations;
- Facilitates ticket requests with departmental colleagues and external brokers for cultural or sporting ticket requests, and facilitates other client concierge requests as needed;
- Assigns and reviews event related materials such as name tags, place cards and menus;
- Vets vendors to ensure high-quality service and/or products for various services;
- Reviews and edits contracts created for vendors;
- Handles all logistics coordination, including people, vendors and supplies;
- Coordinates and acquires COIs for buildings with Finance;
- Creates budget proposals and tracks budgets for each event;
- Travels for site visits and on location set-up and breakdown, as needed;
- Makes hiring and staffing decisions, which includes interviewing, selecting, training, oversight and performance management of employees;
- Provides regular training and guidance to team members;
- Prepares annual performance evaluations for direct reports. Provides accurate feedback and sets goals for staff. Monitors and documents follow-up throughout the year; and
- Consults with Associate Director of Hospitality Services and Human Resources department on employee relations issues.
Trial Site Responsibilities: - Along with the Manager of Trial Site Logistics & Special Projects, oversees trial site logistics and Trial Site Coordinators;
- Prepares trial site budgets;
- Researches vendors in the city where trials will be held to ensure high-quality service;
- Sources and secures trial site office space. Facilitates the contract process with real estate broker, attorneys and Finance departments;
- Collaborates with colleagues on office layouts. Designates workspace for Partners, Associates, Paralegals, Secretaries/Assistants, Litigation Technical Support, IT, clients, experts and testifying witnesses;
- Ensures that the team coordinates support services and equipment;
- Coordinates with building management to ensure continuous operation of all critical building functions;
- Liaises with internal teams to confirm and implement equipment and mail and shipment delivery needs;
- Delegates trial guide projects for each trial location;
- Schedules Trial Site Logistics support, ensuring that trial site locations are staffed in advance of attorney arrivals;
- Travels to and stays at trial site location to provide onsite guidance when senior support is needed;
- Advises the Events team on trial team events;
- Ensures expenses are processed in a timely manner;
- Manages breakdown of trial site as needed;
- Maintains/regularly updates procedure book on trial site logistics;
- Trains and supports other employees on trial site logistics to ensure more than one site can be supported at one time; and
- Performs other duties, as assigned.
- Bachelor’s degree required;
- 5 - 7 years of event planning experience with at least 1-2 years in a supervisory capacity. Corporate or Legal experience a plus;
- Excellent communication, both verbal and written, skills;
- Strong organizational, project and time management skills;
- Knowledge of NY venues and vendors preferred;
- Ability to work effectively with lawyers, staff and vendors of all levels to implement successful events;
- Creativity, flexibility, adaptability, excellent teamwork skills and an ability to work cross-functionally;
- Ability to work independently, meet multiple deadlines and respond well to change;
- Must maintain a professional demeanor;
- Must be articulate and client service oriented;
- Strong written communication skills;
- Proficiency in Microsoft Office (Word, Excel, PowerPoint), Access, Cvent, and the ability to quickly learn and adapt to Firm applications and procedures; and
- Availability to work additional hours and travel, as needed.
This position is located in our New York office, and currently has a hybrid work schedule, but that is subject to change. The estimated salary range for this position is $150,000 to $175,000. The actual salary offered will be based on a wide range of factors, including relevant skills, training, experience, education, and where applicable, licensure or certification obtained. Market and Firm factors are also considered. In addition to base salary and discretionary bonus(es), we offer a generous employee benefits package including, but not limited to, paid time off, medical, dental, vision care, 401(k) and substantial health club discounts.
