Travel-Heavy Internal Meetings & Events Specialist

Spencer Fane LLP; Denver (CO); Hybrid; USD 91,000 - 102,000; Full time

Job summary

Spencer Fane LLP is seeking an Internal Meeting and Events Specialist to partner with the Internal Meeting & Events Manager in planning and executing attorney and staff meetings, retreats, and events across the United States. This role manages event locations, budgets, and timelines from concept to completion, researching venues, hotels, and services to meet objectives.

The Specialist coordinates vendors, handles schedules, registrations, and travel, supports on-site execution, and ensures

Qualifications

• Bachelor's degree preferred in hospitality, event management, or related field.
• Minimum 3+ years of meetings and events planning.
• Experience in a law firm or professional services environment preferred.

Responsibilities

• Partner with the Internal Meeting & Events Manager to plan and execute firm meetings, retreats, and other on-site and off-site events for attorneys and staff within established event objectives, programming, budgets, and attendee parameters.
• Travel frequently to prospective event destinations to research and evaluate cities, venues, hotels, restaurants, and other event-related services based on event requirements, budget, attendee needs, service capabilities, and logistical considerations; develop and present recommendations to the Internal Meeting & Events Manager.
• Evaluate vendor proposals and contracts, negotiate terms within established parameters, and coordinate contracted services for venues, hotels, catering, transportation, and other event-related needs.
• Manage assigned event logistics from planning through execution, including vendor coordination, hotel accommodations, air travel, dining, food and beverage selections, schedules, registrations, and other event requirements.
• Develop and manage event timelines and coordinate activities across vendors and service providers to ensure established deadlines and event requirements are met.
• Monitor event expenses and budget considerations throughout the planning process, evaluate alternatives when adjustments are needed, and communicate budget status and overall event costs to the Internal Meeting & Events Manager.
• Develop and maintain relationships with hotels, destination management companies (DMCs), venues, and other event-related vendors and service providers.
• Travel to assigned meetings, retreats, and events to manage on-site execution and serve as the primary firm contact with venues, vendors, and service providers, including coordinating the delivery of contracted services.
• Assess and resolve event-related issues in real time, including vendor, scheduling, logistical, service, and attendee-related matters; evaluate available alternatives, balance event requirements and budget considerations, and make operational decisions and adjustments within established parameters.
• Evaluate matters that fall outside established parameters, develop a recommended course of action based on event objectives, budget considerations, operational impact, and available alternatives, and present recommendations to the Internal Meeting & Events Manager for approval.
• Track and manage event registrations and participation using event-planning software and maintain accurate event information and records.
• Identify opportunities to improve event-planning processes and recommend adjustments that support efficiency, consistency, and timeliness.
• Other duties as assigned.

Skills

Event planning

Vendor coordination

Budget management

Communication skills

Interpersonal skills

Analytical decision making

Team collaboration

Microsoft Office

Education

Bachelor’s degree in Hospitality, Event Management, or related field

Tools

Swoogo

Microsoft Office

Job description

Spencer Fane LLP is seeking an Internal Meeting and Events Specialist to partner with the Internal Meeting & Events Manager in planning and executing attorney and staff meetings, retreats, and events across the United States. This role manages event locations, budgets, and timelines from concept to completion, researching venues, hotels, and services to meet objectives.

The Specialist coordinates vendors, handles schedules, registrations, and travel, supports on-site execution, and ensures