Senior Coordinator Firmwide Events

Baker Botts L.L.P. is seeking a Senior Coordinator, Firmwide Events to join its Client Development team. As part of the firm’s Client Development team, this position is responsible for supporting the firmwide events team to develop, plan, coordinate and execute both external client-facing events and internal office-based events in conjunction with a Senior Manager, and International Senior Coordinator, the Senior Coordinator, Firmwide Events will provide assistance to Business Development Managers and lawyers to lead the execution of events that support the strategic business development goals of assigned departments and related practices and lead internal departmental/office event requests. This role will manage special projects as assigned such as the annual Partner Conference, various retreats, seminars, and other events as they develop.

A successful Senior Coordinator, Firmwide Events should be a self-starter with a can-do attitude. They should convey confidence, display a strong executive presence, operate with a high degree of confidentiality, be skilled in relationship building, and show dedication to providing superior service and value to both our clients and our lawyers. A thoughtful, experienced manner in dealing with fellow professionals is required. Regular travel to other U.S. offices or event locations may be required.

Essential duties and responsibilities

• Develop, coordinate, and execute client events from concept to completion including, but not limited to, client dinners, client appreciation events, client webinars and seminars, conferences, executive committee meetings, and other events as assigned.
• With the assistance of the Firmwide Events Sr. Manager, develop, coordinate, and aid in execution of all internal events including, but not limited to: partner conference, office/departmental celebrations, staff appreciation events, internal training programs such as departmental and office-centric seminars/meetings/luncheons/events, and other events as assigned.
• Develop and manage logistics for large conferences/seminars and coordinate audio/visual technology, entertainment, floor plans, seating arrangements, staffing, décor, catering, etc.
• Manage invitation campaigns and mailings, including development of invitation content, communication timelines, correspondence, RSVP and various pre and post event metric reporting to internal and external stakeholders.
• Responsible for planning and coordinating all logistics associated with events (i.e. content distribution, following on-site CLE guidelines, promotional material orders, on-site name badges, shipment of materials, agenda creation/maintenance, etc.)
• Create and maintain event mailing lists.
• Participate in event meetings, make recommendations, and provide regular updates to stakeholders by sharing event schedule and logistics with relevant parties (internal and external).
• Develop, manage, and maintain event budgets as well as forecast event spend and submit post event debriefs with stakeholders.
• Develop, maintain and analyze feedback from event on post event surveys.
• Work alongside various Client Development managers to aid in business development strategies.
• Coordinate check requests, invoices, and other administrative tasks in support of events
• Ambassador for Firm event brand standards initiatives / best practices at events.
• Help train new hires on event best practices and ensure firm standards for events are met / maintained.
• Manage event-related collateral and branding tools inventory for region.
• Manage promotional material orders for events.
• Other event support as needed.
• Other administrative projects as assigned.

Qualifications

• Bachelor’s degree required, candidate should have 5-7 years of event related experience, preferably within a professional services environment and ideally within a large law firm.
• Solid understanding of a professional services / global law firm environment and of partners’ responsibilities and work ethic.
• Knowledge of industry software such as InterAction, DealCloud and Vuture or experience with other CRM and event-related software such as Cvent and On24.
• Experience planning and executing virtual events/webinars
• Technology savvy with the ability to learn a variety of software applications.
• Proficient in Microsoft Office Suite (PowerPoint, Excel charts / formulas and Word).
• Ability to critically think, use sound judgement and problem solve in high-pressure situations.
• Candidate will have the ability to work on own initiative, be a key team member who is reliable, dependable and not only self-motivates, but also motivates others on the team
• Candidate must have strong skills in written / verbal communication and be able to work well with a variety of personality types i.e.: lawyers, other professionals, staff and vendors both within and outside of the firm.
• Candidate will possess a teamwork mentality, diplomacy, professionalism, enthusiasm, maturity, perseverance, a “go-getter” mentality and a sense of humor.
• Candidate must be able to thrive in a fast-paced environment, have a high-level of organizational and prioritization skills, and handle a significant number of projects simultaneously.
• Candidate will be creative and have a desire to develop themes, concepts and visual elements for events
• Must be comfortable working with and communicating with all levels of management and leadership.
• This is a full-time position that requires the ability to work flexible hours in addition to the standard work week, including some evenings and weekends, in order to perform the essential functions for the position.
• Some travel may be required.

Extent of Public Contact (within and outside the Firm)

This position requires contact with individuals within the firm as follows:

• a high degree of contact within the Client Development department.
• a moderate to high degree of interaction with firm lawyers and senior leadership.

This position requires contact with individuals outside the firm as follows:

• a moderate degree of contact with vendors/suppliers and others in the event planning arena for special events.
• a moderate degree of contact with vendors/suppliers and others in the event planning arena for special events.

Physical Demands

• Must be able to work at a computer and telephone for extensive periods of time.
• Must be able to routinely lift and carry files and other items up to 50 pounds; and
• Must be able to function in a standard office environment.

Working Condition and Environment

• Some evening and weekend hours will be required, and some limited travel may be required.
• Work is normally performed in a typical office work environment.
• This role may be hybrid and will require a minimum of three days per week (or at least 60%) present in the office, and up to two days per week (40%) may be performed remotely.

Baker Botts is committed to cultivating a culture where our attorneys and staff thrive professionally and personally. We are proud to offer a comprehensive benefits program designed to support and enhance the overall wellbeing of our employees and their families.

Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state, or local law.