Event Coordinator

Avanti Staffing; Chicago (IL); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Avanti Staffing in Chicago seeks an Events Specialist to support and execute firm events, from seminars to webinars, under Marketing and Client Development Managers. You will coordinate logistics, manage budgets, create invitations, work with vendors and internal teams, and ensure post-event follow-up.

A background in events/marketing in professional services, with flexibility for early mornings/evenings and travel, is preferred.

Qualifications

• Five years' experience in events/marketing in a law firm or professional services organization preferred.

Responsibilities

• Support all event logistics as directed by Marketing and Client Development Managers
• Conceptualize and manage the staging of events from planning and development through execution and post-event follow-up
• Research and prepare recommendations for events as they relate to the goals and objectives of events and clients
• Create electronic invitation content and pull RSVP reports including drafting invitation text and succinctly communicating logistical details while creatively communicating the tone and spirit of the event
• Create event budgets and cost comparisons for upcoming events
• Gather and compile all event materials, including electronic distribution and printing
• Create and upload all materials on the webinar platform
• Coordinate delivery of all items needed for events
• Create event webpages for public events
• Work within the department to produce event follow-up materials, such as final attendance reports and budget summaries
• Work with the marketing technology team to ensure that InTapp CRM is reflective of event information and contact updates
• Work with communications team on event social media promotions
• Work with Professional Development to produce and report CLE certificates for event attendees
• Apply for yearly HRCI certification when needed
• Independently manage various department projects outside the scope of events
• Strong attention to detail and ability to multi-task and handle competing demands
• Excellent communication skills, both verbal and written
• Ability to handle work well under pressure with a professional and positive attitude and meet strict deadlines
• Self-starter who can work independently with minimal supervision
• Ability to manage numerous outside vendors with confident communication both on and off site

Job description

The Events Specialist is responsible for supporting and executing various firm events such as seminars, conferences, webinars, client social events and other special events under the direction of the Marketing and Client Development Managers.

The Events Specialist will work independently and with other members of the Marketing department, other Firm departments, attorneys and a variety of external vendors, as appropriate. The ideal candidate should have the ability to conceptualize and manage the staging of events from planning and development through execution and post-event follow-up. In addition, the successful candidate will research and prepare recommendations for events and assist with evaluating opportunities as they relate to the goals and objectives of said events.

As an Events Specialist, your duties will include but not be limited to:

• Support all event logistics as directed by Marketing and Client Development Managers
• Conceptualize and manage the staging of events from planning and development through execution and post-event follow-up
• Research and prepare recommendations for events as they relate to the goals and objectives of events and clients
• Create electronic invitation content and pull RSVP reports including drafting invitation text and succinctly communicating logistical details while creatively communicating the tone and spirit of the event
• Create event budgets and cost comparisons for upcoming events
• Gather and compile all event materials, including electronic distribution and printing
• Create and upload all materials on the webinar platform
• Coordinate delivery of all items needed for events
• Create event webpages for public events
• Work within the department to produce event follow-up materials, such as final attendance reports and budget summaries
• Work with the marketing technology team to ensure that InTapp CRM is reflective of event information and contact updates
• Work with communications team on event social media promotions
• Work with Professional Development to produce and report CLE certificates for event attendees
• Apply for yearly HRCI certification when needed
• Independently manage various department projects outside the scope of events
• Strong attention to detail and ability to multi-task and handle competing demands
• Excellent communication skills, both verbal and written
• Ability to handle work well under pressure with a professional and positive attitude and meet strict deadlines
• Self-starter who can work independently with minimal supervision
• Ability to manage numerous outside vendors with confident communication both on and off site

Qualifications & Required Experience:

• A minimum of five years' experience in events/marketing in a law firm or professional services organization preferred
• Flexibility to work additional hours, including early mornings and evenings, as necessary
• Travel when necessary for events held in other cities

Computer Skills:

To perform this job successfully, an individual must be proficient in the following software:

• Strong knowledge of Microsoft Word and Excel, as well as an ability to grasp new technologies
• This position is 3 days in office, 2 days remote - in the office all five days for the first 90 days