Events Specialist Temp

Ropes & Gray LLP; Boston (MA); Hybrid; USD 79,000 - 115,000; Part time

Job summary

Ropes & Gray LLP is seeking an Events Specialist Temp to plan and run firm-hosted events across offices. The role collaborates with attorneys, marketing, business development and outside vendors to deliver high-quality programs.

The position requires a bachelor’s degree and 3-5 years of event planning experience, with strong budgeting, vendor negotiation, and on-site management skills. It includes hybrid on-site presence in Boston and the ability to coordinate complex schedules.

Qualifications

• Proven project management skills
• Exceptional organization skills

Responsibilities

• Plan and execute firm-hosted events (seminars, receptions, dinners, webinars) from concept to completion.
• Manage budgets, including tracking and reporting for events.
• Coordinate invitations, RSVPs, venue selection, catering, AV and staffing.
• Negotiate contracts with hotels, restaurants, caterers and vendors.
• Track events on the global calendar and share updates with stakeholders.
• Provide on-site leadership and troubleshoot during events.

Skills

Proven project management skills

Exceptional organization skills

Education

Bachelor's degree with 3-5 years of event planning experience, preferably in the legal or professional services industries

Job description

About Ropes & Gray

Ropes & Gray is a preeminent, global law firm. The firm has been ranked in the top-three on The American Lawyer's prestigious "A-List" for seven years and is ranked #1 on Law.com International's "A-List" in the U.K. - rankings that honor the "Best of the Best" firms. The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C. The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring. Ropes & Gray is an equal opportunity employer.

Overview

The Events Specialist Temp is responsible for the successful planning and implementation of firm-hosted and internal events. This position works closely with attorneys, marketing, business development, practice development and outside vendors.

Responsibilities

ESSENTIAL FUNCTIONS

• Execute and plan firm-hosted events (seminars, receptions, dinners and webinars) through the development and implementation stages. Communicate event details and key planning dates to necessary team members. Make appropriate recommendations to assist in building practice group and firm brand.
• Fiscally responsible and substantive experience preparing, maintaining and adhering to budgets, including budget tracking.
• Responsible for event management from planning stage to on-site details, including (but not limited to) invitations, RSVP tracking, event set-up, food & beverage, audio visual, registration, staffing and speaker management.
• Evaluates venue options, makes recommendations and negotiates contracts with outside vendors (hotels, restaurants, caterers, florists, musicians, audio visual, etc.) to increase value and cost savings to the firm.
• Assist with event tracking on the global calendar and reviewing available dates to key stakeholders.
• Oversees and manages all on-site details of events from set-up to breakdown, including providing direction to other team members on-site, as needed; ability to troubleshoot as necessary.
• Prepares reports, emails and other documents for successful event outreach and follow-up efforts, as well as for evaluation of programs.
• Supports large-scale internal events.
• Coordinates with the internal teams on event related materials such as invitations, copy, signage, advertisements, and other firm-branded mediums.

ESSENTIAL CAPABILITIES

• Skilled multi-tasker who can set priorities and meet multiple deadlines in a fast-paced environment; the ability to follow-up and follow-through
• Impeccable attention to detail, use of good judgment and problem solving skills
• Highly capable of working effectively and efficiently in an independent manner, as well as collaboratively as part of across-functional team across multiple offices
• Ability to be a proactive starter with an exceptionally strong work ethic while also understanding the details of a project within the larger context of the identified goals and objectives
• Proficient with webinar technology, Microsoft office suite, Internet research and other computer applications/skills
• Must be flexible in order to respond quickly and positively to shifting demands and opportunities; able to work under tight deadlines and handle numerous, detailed tasks
• Exhibit high energy, enthusiasm, positive attitude and poise; articulate and confident

Qualifications

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

• Bachelors' degree with 3-5 years of event planning experience, preferably in the legal or professional services industries. Prior event planning is a must.
• Proven project management skills
• Exceptional organization skills

Compensation and Total Rewards Package

The anticipated pay rate for this temporary role is listed below and represents our good faith and reasonable estimate at the time of posting. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data, and consideration of internal equity.

Boston: $38.19 - $55.38 per hour

Working Conditions

This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.