Marketing Event Coordinator

Choate, Hall & Stewart LLP; Boston (MA); Hybrid; USD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking a Marketing Event Coordinator to lead the planning and execution of impactful client-facing events. This role involves collaborating with various teams to ensure successful event delivery, managing logistics, and maintaining vendor relationships. The ideal candidate will thrive in a fast-paced environment, demonstrating strong organizational and communication skills while juggling multiple projects. This hybrid position offers a dynamic work environment where creativity and attention to detail are paramount, making it a perfect opportunity for someone passionate about event marketing.

Qualifications

• 2-3 years of events/marketing experience in a client-focused environment.
• Ability to juggle multiple projects and meet deadlines effectively.

Responsibilities

• Plan and execute client-facing events from start to finish.
• Coordinate with vendors and maintain event logistics.
• Support BD team with marketing promotional merchandise.

Skills

Event Planning

Communication Skills

Customer Service

Organizational Skills

Project Management

Education

Undergraduate Degree

Equivalent Experience

Tools

MS Word

Excel

PowerPoint

Outlook

Website Content Management Systems

Job description

Job Summary:

The Marketing Event Coordinator is responsible for the planning and execution of all client-facing and business development events such as conferences, receptions, internal trainings, dinners, and other special events of key significance. In addition, the Marketing Event Coordinator will provide support for various marketing initiatives set forth by the Managing Director and Business Development Managers. Responsibilities for this position include, but are not limited to:

Job Functions:

• Works independently with Business Development (BD) team, attorneys and other firm personnel to execute client-facing events, overseeing all stages from the initial event request through event completion and follow-up.
• Develops event timelines and proactively communicates progress at each stage of the planning, preparation, and execution process to the appropriate BD Manager and or attorney.
• Researches and suggests appropriate venues available regionally and nationally that support overall event strategy and coordinates site visits to local venues as needed.
• Coordinates with venues to secure reservations, contracts, menus, event logistics, AV, and other event-related details as needed. Ensures that relevant BD Managers review and approve all choices before finalizing commitments.
• Coordinates with BD and Communications team on development and maintenance of mailing lists, creation of invitations and related collateral, RSVP management, nametags and other event related tasks.
• Oversees onsite implementation of all client-facing events to ensure successful execution and attorney satisfaction.
• Collaborates with BD team to organize pre-event prep meetings and post-event debrief meetings.
• Establishes and maintains relationships with vendors and venues.
• Stays up to date on emerging, trendy vendues and coordinates quarterly site visits to explore new spots in Boston. Additionally, produces and shares quarterly internal communications with the firm, featuring new venue recommendations.
• Provides back up support to BD team with regard to sponsorship event logistics, including ordering appropriate swag items as needed.
• Supports the BD team in organizing and managing the inventory of marketing promotional merchandise, including placing orders and providing quarterly recommendations for new items to keep the online store fresh and current. May assume additional responsibilities as requested.

Essential Competencies:

• Works proactively with others to coordinate activities within a department or function of the Firm.
• Reliable team player with a positive attitude and strong commitment to customer service, both within the Firm and with clients.
• Ability to remain organized in a fast-paced environment and maintain the highest standards of client service.
• Ability to juggle multiple projects, prioritize assignments, and serve as a department liaison to ensure collaborative efforts result in meeting or exceeding goals and standards.
• Strong communication skills (both written and verbal) to ensure that relevant stakeholders for every event are fully briefed.
• Motivates others to attain their highest levels of achievement, productivity, and work satisfaction.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Encourages innovative thinking and the exercise of sound judgment to achieve results.

Qualifications:

• Undergraduate degree or equivalent experience required.
• 2-3 years events/marketing experience in a fast-paced, client-focused environment; law firm or similar professional services organization.
• Effective communication skills, both in person and via telephone or email, including correspondence with firm clients that reflects business acumen, with a focus on professionalism.
• Ability to work well under the pressure of deadlines and manage multiple projects and work assignments.
• Ability to build rapport with attorneys/staff, including listening carefully to requests and asking questions when necessary.
• Excellent organizational skills with particular attention to detail.
• Proficiency with Outlook, MS Word, Excel and PowerPoint; knowledge of website content management systems a plus.
• Flexibility to work additional hours, including early mornings and evenings as necessary.
• Hybrid position with minimum 3 days a week in the office.

Work Authorization:

• Applicants must be legally authorized to work in the United States without the need for sponsorship by the Firm (either now or in the future).