Manager, West Coast Events

Simpson Thacher & Bartlett LLP; Palo Alto (CA); On-site; USD 170,000 - 210,000; Full time

Job summary

Simpson Thacher & Bartlett LLP seeks a Manager, West Coast Events to support the Firm’s business development initiatives by delivering high-quality events across the West Coast. You will manage planning, budgeting, vendor negotiations, and on-site execution, collaborating with stakeholders in Los Angeles, Bay Area, and New York.

Requirements include a Bachelor's degree, 6+ years of events management, exceptional communication, project management, and the ability to commute to offices four days a

Qualifications

• Bachelor's degree required.
• Excellent written and oral communications skills.
• Excellent planning and time management skills.
• Ability to work independently and collaboratively in a demanding environment.
• Attention to detail and self-motivated to produce accurate work.
• Strong project management skills and ability to manage multiple projects.
• Strong problem solving and analytical skills.
• Ability to engage with Partners, clients, colleagues, and vendors effectively.
• Must be able to commute for in-office work a minimum of four days per week.

Responsibilities

• Manage all aspects of Firm-sponsored events, regional focus, from planning to execution and follow-up.
• Keep abreast of industry activity and contribute innovative ideas.
• Develop and manage event budgets, track expenses, and approvals.
• Oversee logistical event support including venue, contracts, and invitations.
• Establish event protocol to ensure high delivery standards.
• Optimize event planning processes with new technology and attendee experience.

Skills

Event management

Communication skills

Project management

Time management

Organization

Independence

Client relationships

Microsoft Office

Adobe Creative Cloud

Travel flexibility

Education

Bachelor's degree

Advertising/Marketing/Communications/PR

Tools

Microsoft Office

Adobe Creative Cloud

Job description

Simpson Thacher & Bartlett LLP is one of the world’s leading international law firms. The Firm was established in 1884 and has approximately 2,000 lawyers. Headquartered in New York with offices in Beijing, Boston, Brussels, Dallas, Hong Kong, Houston, London, Los Angeles, Luxembourg, Palo Alto, San Francisco, São Paulo, Singapore, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.

The Client Development & Engagement (CDE) function sits at the heart of the Firm’s growth strategy, bringing together business development, marketing, events and communications. Working closely with Partners, practice leaders, and cross functional teams, CDE supports high impact initiatives such as pitches and RFPs, strategic marketing and communications, and practice level business initiatives. The team leverages data, insights, and creative problem solving to help Partners drive sustained growth through repeatable excellence and differentiated client experience.

The Manager, West Coast Events is responsible for supporting the Firm’s business development initiatives by executing high quality and engaging events and other assignments while providing outstanding client service in a fast-paced environment. This role reports to the Director, Client Development & Engagement (Los Angeles) with a dotted line to the Director of Events (New York) and supports multiple departments to ensure the Firm's high standards of excellence are consistently met.

Essential Job Duties & Responsibilities

• Manage all aspects of Firm-sponsored events, with a focus on regional events, of all sizes and formats, from planning and development to execution and post-event follow-up, working in collaboration with Client Development & Engagement, Events, Los Angeles and Bay Area Administration and Legal Recruiting colleagues and other key stakeholders. These events can include, but are not limited to, practice group events, office events, partner events, recruiting events and various client-related events.
• Keep abreast of industry activity and introduce innovative ideas to contribute to the Firm’s strategic priorities.
• Develop and manage event budgets, track expenses and approvals during planning process, review and process invoices and conduct post-event reconciliation and ROI.
• Oversee and provide logistical event support including, but not limited to, venue and vendor research, site inspections, contract negotiations, invitation design, development of invitation lists and mailings, menu selection, décor, staffing, promotional items, etc.
• Establish event protocol, ensuring an exceptional standard of delivery, service, and attention to detail.
• Develop ways to optimize the event planning process (e.g., leveraging new event technology, identifying ways to improve attendee experience, analyzing event success, determining creative and cost-effective approaches, etc.)
• Negotiate contracts for venues, caterers and other vendors and suppliers, working closely with the Firm’s internal contract review team to ensure compliance.
• Partners closely and effectively with other colleagues in Events, Client Development & Engagement, Legal Talent and Legal Recruiting, and Los Angeles and Bay Area Administration, helping to monitor progress of each event to ensure checkpoints and objectives are achieved.
• Serve as liaison between Office of General Counsel, internal stakeholders and third parties to ensure seamless contracting process for venues, caterers and other vendors and suppliers by maintaining version control, monitoring deadlines, requesting status updates and ensuring all parties’ requests are clearly communicated and thoroughly reviewed.
• Establish and cultivate relationships with restaurants, caterers, hotels, and other event-related service providers.
• Keep abreast of new restaurant openings as well as restaurant closings and any changes in ratings.
• Maintain and ensure the integrity of the Firm’s CRM by adding and updating event-related information.
• Coordinate and execute Los Angeles-based client holiday gifting program in partnership with the Director of Administration and Events teams, including supporting selection and sourcing of thoughtful gifts consistent with Firm standards; ensuring timely ordering and delivery, accounting for West Coast timelines and holiday shipping deadlines; coordinating internally to avoid duplicate gifting and ensure a seamless experience across teams; and logging all gifts and recipients for internal tracking, compliance and CRM purposes.
• Support other Firm initiatives as needed.
• Work with stakeholders in other departments and in other offices, as needed.
• Perform additional duties as needed.

Education

• Bachelor’s degree required.

Preferred

• Major in Advertising, Marketing, Communications, Public Relations, or related fields.

Required

• Minimum 6 years of relevant events management experience.
• Excellent written and oral communications skills.
• Excellent planning and time management skills along with outstanding organizational skills.
• Ability to work independently and collaboratively in a demanding environment.
• Attention to detail and self-motivated to produce accurate, timely and complete work product.
• Strong project management skills, initiative, and the ability to manage multiple projects concurrently.
• Strong problem solving and analytical skills to make sound decisions, provide solutions or recommendations and escalate as appropriate.
• Ability to interact well and build professional relationships through networking and collaboration while maintaining a high level of customer service, diplomacy, and discretion.
• Ability to effectively communicate and engage with Partners, clients, colleagues, and vendors as appropriate.
• Ability to anticipate requests for information that is needed meet internal and external client needs appropriate to role, providing exceptional customer service.
• Must have a positive can‑do attitude and professional demeanor and demonstrate team‑player behavior.
• Ability to quickly develop organizational astuteness and understand the Firm’s culture, vision, policies, and practices.
• Must be able to commute for in‑office work a minimum of four days per week.
• Must be flexible and willing to work additional hours as needed.
• Ability to travel as needed.
• Proficiency in Microsoft Office and Adobe Creative Cloud programs.

Preferred

• Experience in a professional services office environment.
• Demonstrated experience using a Client Relationship Management (CRM) system preferred.

Salary Information

CA Only: The estimated base salary range for this position is $170,000 to $210,000 at the time of posting.

The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is exempt meaning it is not overtime pay eligible.

Simpson Thacher will not sponsor applicants for work visas for this position.

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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, gender identity or expression, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, veteran’s status or any other legally protected status. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.