ECVC & IP Event Coordinator

Lowenstein Sandler LLP; New York (NY); Hybrid; USD 75,000 - 90,000; Full time

Benefits offered by this job

Medical benefits

Dental and Vision insurance

401(k) plan

Paid time off

Job summary

Lowenstein Sandler LLP in New York, NY seeks an experienced events coordinator to manage dinner and wine events for ECVC and IP groups. You will oversee logistic planning, vendor coordination, invitations, and guest lists, ensuring premier client experiences across multiple cities, with travel between New York and Silicon Valley as needed.

The role requires 3–5 years of relevant experience, knowledge of wine service, exceptional organizational skills, and the ability to manage multiple demanding

Qualifications

• 3-5 years of event planning, hospitality, executive support, or related experience preferred.
• Bachelor's degree from an accredited college or equivalent preferred.
• Knowledge of wine, wine service protocols, and fine dining.
• Demonstrated ability to proactively anticipate needs, identify issues, and implement solutions.
• Ability to manage multiple events, deadlines, and priorities with accuracy.
• Thrive in a fast-paced, high-expectation environment with changing priorities and tight deadlines.
• Strong organizational, project management, and time management skills.
• Excellent written, verbal, and interpersonal communication with attorneys, clients, vendors, and senior leadership.

Responsibilities

• Execute dinner and event plans, coordinating logistics before, during, and after each event to ensure seamless execution.
• Research, secure, and manage restaurants and venues in the U.S. and internationally, confirming menus, dietary accommodations, and service requirements.
• Create, proofread, and distribute invitations and event materials.
• Manage invitations, RSVPs, and guest lists; maintain accurate contact information.
• Update and maintain CRM, Google Docs, and other tracking tools for invitations and attendance history.
• Attend dinners and events as needed, providing onsite support; travel between NYC, New Jersey, and occasionally San Francisco/Palo Alto.
• Support planning and execution of larger firm programs, client events, and special initiatives.

Skills

Event planning

Client relations

Communication

Project management

Travel coordination

Wine service knowledge

Attention to detail

Multitasking

Education

Bachelor's degree or equivalent

Tools

InterAction CRM

Microsoft Outlook

Excel

Google Docs

Word

CRM / database systems

Job description

Lowenstein Sandler is a one of the most sophisticated law firms in the United States, with over 400 lawyers and 300 business services professionals serving clients from offices in New York, Palo Alto, Roseland, Salt Lake City, San Francisco, Washington, D.C., and Wilmington. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes our clients, our colleagues, and the communities where we work and live. Committed to career development and to a diverse and inclusive workplace, the firm offers many programs and opportunities for personal and professional growth. We seek professionals for our business services group who share these values.

What You Will Do:

ECVC is Emerging Companies & Venture Capital and IP is Intellectual Property. This is a fast-paced group within our firm. While we have professionals in NYC, San Francisco, New Jersey, D.C., Philadelphia, Delaware and Texas, the focal points will be New York City and San Francisco/Silicon Valley. This position will sit in our New York office and currently offers a hybrid remote work opportunity. Under the direction of the ECVC & IP Event Manager, this position is responsible for all aspects of event production and list management, with an emphasis on a recurring group of dinners across multiple cities, attended by several hundred clients and contacts a year.

Dinner & Wine Management:

• Wine plays a meaningful role in many of the ECVC client dinners and events. Support all wine-related planning and logistics to ensure an exceptional guest experience.
• Coordinate with restaurants and venues to confirm wine service details and ensure proper execution during dinners and events.
• Conduct wine research and prepare wine-related materials, including tasting sheets, menus, event notes, and other supporting collateral, often under tight deadlines.
• Coordinate the purchasing, shipping, and delivery of wine for dinners and events, ensuring timely and accurate fulfillment.
• Maintain detailed wine tracking documentation following each dinner to support future planning and preserve historical event data.

Event Coordination & Execution:

• Execute dinner and event plans as directed, coordinating all logistics before, during, and after each event to ensure seamless execution.
• Research, secure, and manage restaurants and venues throughout the U.S. and internationally, confirming all event details, including menus, dietary accommodations, room setup, service requirements, and other event logistics.
• Create, proofread, and distribute invitations, event materials, and event-related communications.
• Manage event invitations and guest lists by sending invitations directly and on behalf of attorneys, tracking RSVPs, following up with non-responders, researching and maintaining accurate contact information, and coordinating guest lists with attorneys.
• Update and maintain the firm's CRM (InterAction), Google Docs, and other tracking tools to ensure accurate records of invitations, RSVPs, attendance, and event history.
• Attend dinners & events as needed and provide onsite support to ensure a high-quality guest experience. Dinners are primarily held during weekday evenings and typically conclude by approximately 7:00 p.m. Must be willing to travel between New York, New Jersey, and, on occasion, San Francisco and Palo Alto.
• Support the planning and execution of larger firm programs, client events, and special initiatives as needed.
• Manage multiple events and competing priorities simultaneously while maintaining exceptional attention to detail and consistently meeting deadlines.
• Anticipate and proactively resolve scheduling, logistical, and guest experience issues, adapting quickly to changing priorities and last-minute requests.
• Build and maintain strong working relationships with attorneys, vendors, restaurants, and internal stakeholders, providing exceptional customer service and ensuring a seamless experience for attorneys and guests.

Skills, Knowledge, and Abilities:

• 3-5 years of event planning, hospitality, executive support, or related experience is preferred; experience coordinating high-touch client events is a plus.
• Bachelor's degree from an accredited college or equivalent professional experience is preferred.
• Knowledge of wine, wine service protocols, and fine dining.
• Demonstrated ability to proactively anticipate needs, identify potential issues, and implement solutions before they become problems.
• Ability to successfully manage multiple events, deadlines, and competing priorities simultaneously while maintaining exceptional attention to detail and accuracy.
• Being able to thrive in a fast-paced, high-expectation environment with changing priorities, tight deadlines, and frequent interruptions.
• Strong organizational, project management, and time management skills with the ability to prioritize independently and exercise sound judgment when necessary.
• Excellent written, verbal, and interpersonal communication skills with the ability to interact professionally and confidently with attorneys, clients, vendors, restaurants, and senior leadership.
• High level of discretion, professionalism, and sound judgment when handling confidential information.
• Exceptional proofreading skills and meticulous attention to detail.
• Strong Aesthetic sense regarding invites and announcements.
• Proficiency with Microsoft Outlook, Excel, GoogleDocs, Word, and CRM/database systems is required; experience with InterAction is a plus.
• Proficiency with social media and with productivity apps are also beneficial.
• Flexibility to work overtime; early mornings or late evenings on occasion.

Office Location:

New York, NY (Hybrid)

Schedule:

Full-time, Monday through Friday, 9:30 AM - 5:30 PM, flexibility to work early mornings or late evenings on occasion

Travel Required:

Some travel around NYC and Roseland, NJ (and the surrounding area, but is not expected on a weekly basis); occasional (maybe twice a year) travel to the San Francisco Bay area.

The expected salary range for candidates meeting the requirements of this position is $75,000 to $90,000. The range provided is the salary that Lowenstein Sandler in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.

Disclaimers:

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required by employee.

Lowenstein Sandler LLP is not accepting resumes from search firms for this position. Regardless of past practice, all resumes submitted by search firms are to be deemed the sole property of Lowenstein Sandler LLP, and no fee will be paid in the event the candidate is hired by Lowenstein Sandler LLP as a result of the referral.

Lowenstein Sandler LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.