Event Specialist
Haynes and Boone LLP, New York, NY, United States
Event Specialist page is loaded## Event Specialistlocations:
New Yorktime type:
Full timeposted on:
Posted Yesterdayjob requisition id:
R1268At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.Located at the iconic 30 Rockefeller Plaza, our New York Office serves clients in banking and finance, real estate, technology, aviation, and energy and renewables and facilitates cross-border work across Asia, Latin America, and other global markets. Our energetic team of lawyers are widely recognized in their practice areas by *Chambers USA* (Chambers and Partners), *New York Super Lawyers* (Thomson Reuters), *Benchmark Litigation* (2021), and the 2021 edition of *The Best Lawyers in America* directory published by Woodward/White, Inc. Our New York team holds itself to the highest standards and believes in a culture of hard work, teamwork and inclusivity. We also believe in giving back to the local community, with lawyers serving in leadership roles with many local civic organizations. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.**Salary Range:**The expected salary range for this position is $115,000.00-$130,000.00. Please note that the final offer amount may vary based on experience and skillset of the selected candidate.The Event Specialist will be responsible for planning and executing firmwide client-facing events, on-site, off-site, remote, and virtual, including seminars, webinars, sponsorships, dinners, receptions, retreats and conferences. This includes managing the development and execution to ensure that events run smoothly from planning, including budgeting, to following up. This role will focus on events that support the Financial Transactions department and the New York office. The Event Specialist will interact with all marketing department members, attorneys, and staff across all offices, most notably in the firm’s New York office. The Event Specialist will need to present creative, thoughtful and strategic ideas for events to our attorneys, ensuring we get the best return on investment and that we maintain standards of quality at all times.**Essential Duties*** Serve as the lead project manager for events from initial creative design and pre-planning stages through on-site execution.* Conduct site visits, select, and secure appropriate venues and negotiate and process contracts.* Conduct promo item research, and order and arrange delivery of items.* Prepare event proposals and manage event budgets ensuring that expenses are within the approved budget; process all related payments and invoices.* Liaise with attorneys and business development as needed regarding invitations and mailing lists.* Liaise with the CRM team to ensure that client contact information and invitee lists for events are stored responsibly using the relevant database, InterAction where appropriate.* Collaborate with the firm’s creative and Email marketing teams to create email invitations; oversee design and content.* Collaborate with the firm’s media relations and communications teams on photography and social media needs.* Partner with business development team members and attorneys on sponsorship opportunities for the firm, including negotiating benefits packages, processing payment, filling tables, and activation of other benefits, as needed.* Coordinate day of requisites for professional accreditations (e.g., CLE, CPE, HRCI).* Update all attorneys and business development team members weekly on project progress.* Manage the production of event materials including invitations, confirmations and agendas, materials, slides and handouts, evaluation forms, name badges, and promo items.* Produce webinars on the platform, Zoom. Be adept at troubleshooting technical issues, managing presentations, video recordings, conducting polls and coordinating breakout rooms.* Oversee set-up of audio-visual logistics, working with various IT departments and vendors.* Coordinate purchase and distribution of promotional items and client gifts.* Work with vendors and catering contacts (in-house and external).* Build, manage and strengthen vendor relationships.* Attend events, as appropriate, and manage on-site logistics including all on-site hospitality, audio-visual, setup, catering and other logistics.* Conduct post event activities, including recording attendance updates in InterAction, providing reports to lawyers, budget reconciliation and post event messaging.* Develop event flows, including staffing and execution plans.* Maintain a detailed electronic filing system for all events.* Other ad hoc duties as reasonably requested.**Reporting Relationship**The Event Specialist reports to the Senior Business Development Manager.**Qualifications**Knowledge/ExperienceThe Event Specialist must possess a minimum of five years of event management experience in an event management company or professional services environment. Knowledge of law firm environment is highly preferred, but not required. Experience working with customer relationship management (CRM) systems such as Interaction is preferred. Experience creating and managing event budgets is required. The Event Specialist should possess experience working within a professional services marketing environment. Must have the ability to learn new skills as they become necessary, including new software.SkillsThe Event Specialist must possess strong Microsoft Excel and PowerPoint skills; Must have the proven ability to plan, manage and execute multiple events simultaneously with limited supervision; Ability to develop clear, concise, and well-structured written and verbal communications; Experience with high-end, upscale and luxury events while working within budget parameters; Extensive knowledge of restaurants and venues in Dallas required; knowledge of New York restaurant and venues preferred; Ability to research and learn new markets; Good interpersonal skills with polite, professional and positive manner; Strong organizational, analytical, written, oral and project management skills required; Ability to build strong relationships with internal and externals clients as well as vendors; Ability to work independently and as a team player in a collaborative organization; Excellent negotiation skills; Thrive under pressure and work well in a fast-paced environment; Detail-oriented and organized; Excellent knowledge of vendors and venues.EducationBachelor’s Degree or equivalent experience.**Physical Demands**Remains stationary and observes information on a computer screen at least 80% of the time. When managing events, might be required to move around up to 100% of the time. This position constantly operates computers, printers and other office systems. Occasionally required to move items weighing up to 20 lbs. This position requires constant communication and exchange of information with the firm lawyer, vendors, clients and staff.**Working Conditions**Office Environment.
Punctuality and regular attendance is required. Role involves managing events before, during and after regular office hours; must be available to work nights and weekends.**Travel**May require domestic and international travel. #J-18808-Ljbffr
New Yorktime type:
Full timeposted on:
Posted Yesterdayjob requisition id:
R1268At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.Located at the iconic 30 Rockefeller Plaza, our New York Office serves clients in banking and finance, real estate, technology, aviation, and energy and renewables and facilitates cross-border work across Asia, Latin America, and other global markets. Our energetic team of lawyers are widely recognized in their practice areas by *Chambers USA* (Chambers and Partners), *New York Super Lawyers* (Thomson Reuters), *Benchmark Litigation* (2021), and the 2021 edition of *The Best Lawyers in America* directory published by Woodward/White, Inc. Our New York team holds itself to the highest standards and believes in a culture of hard work, teamwork and inclusivity. We also believe in giving back to the local community, with lawyers serving in leadership roles with many local civic organizations. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.**Salary Range:**The expected salary range for this position is $115,000.00-$130,000.00. Please note that the final offer amount may vary based on experience and skillset of the selected candidate.The Event Specialist will be responsible for planning and executing firmwide client-facing events, on-site, off-site, remote, and virtual, including seminars, webinars, sponsorships, dinners, receptions, retreats and conferences. This includes managing the development and execution to ensure that events run smoothly from planning, including budgeting, to following up. This role will focus on events that support the Financial Transactions department and the New York office. The Event Specialist will interact with all marketing department members, attorneys, and staff across all offices, most notably in the firm’s New York office. The Event Specialist will need to present creative, thoughtful and strategic ideas for events to our attorneys, ensuring we get the best return on investment and that we maintain standards of quality at all times.**Essential Duties*** Serve as the lead project manager for events from initial creative design and pre-planning stages through on-site execution.* Conduct site visits, select, and secure appropriate venues and negotiate and process contracts.* Conduct promo item research, and order and arrange delivery of items.* Prepare event proposals and manage event budgets ensuring that expenses are within the approved budget; process all related payments and invoices.* Liaise with attorneys and business development as needed regarding invitations and mailing lists.* Liaise with the CRM team to ensure that client contact information and invitee lists for events are stored responsibly using the relevant database, InterAction where appropriate.* Collaborate with the firm’s creative and Email marketing teams to create email invitations; oversee design and content.* Collaborate with the firm’s media relations and communications teams on photography and social media needs.* Partner with business development team members and attorneys on sponsorship opportunities for the firm, including negotiating benefits packages, processing payment, filling tables, and activation of other benefits, as needed.* Coordinate day of requisites for professional accreditations (e.g., CLE, CPE, HRCI).* Update all attorneys and business development team members weekly on project progress.* Manage the production of event materials including invitations, confirmations and agendas, materials, slides and handouts, evaluation forms, name badges, and promo items.* Produce webinars on the platform, Zoom. Be adept at troubleshooting technical issues, managing presentations, video recordings, conducting polls and coordinating breakout rooms.* Oversee set-up of audio-visual logistics, working with various IT departments and vendors.* Coordinate purchase and distribution of promotional items and client gifts.* Work with vendors and catering contacts (in-house and external).* Build, manage and strengthen vendor relationships.* Attend events, as appropriate, and manage on-site logistics including all on-site hospitality, audio-visual, setup, catering and other logistics.* Conduct post event activities, including recording attendance updates in InterAction, providing reports to lawyers, budget reconciliation and post event messaging.* Develop event flows, including staffing and execution plans.* Maintain a detailed electronic filing system for all events.* Other ad hoc duties as reasonably requested.**Reporting Relationship**The Event Specialist reports to the Senior Business Development Manager.**Qualifications**Knowledge/ExperienceThe Event Specialist must possess a minimum of five years of event management experience in an event management company or professional services environment. Knowledge of law firm environment is highly preferred, but not required. Experience working with customer relationship management (CRM) systems such as Interaction is preferred. Experience creating and managing event budgets is required. The Event Specialist should possess experience working within a professional services marketing environment. Must have the ability to learn new skills as they become necessary, including new software.SkillsThe Event Specialist must possess strong Microsoft Excel and PowerPoint skills; Must have the proven ability to plan, manage and execute multiple events simultaneously with limited supervision; Ability to develop clear, concise, and well-structured written and verbal communications; Experience with high-end, upscale and luxury events while working within budget parameters; Extensive knowledge of restaurants and venues in Dallas required; knowledge of New York restaurant and venues preferred; Ability to research and learn new markets; Good interpersonal skills with polite, professional and positive manner; Strong organizational, analytical, written, oral and project management skills required; Ability to build strong relationships with internal and externals clients as well as vendors; Ability to work independently and as a team player in a collaborative organization; Excellent negotiation skills; Thrive under pressure and work well in a fast-paced environment; Detail-oriented and organized; Excellent knowledge of vendors and venues.EducationBachelor’s Degree or equivalent experience.**Physical Demands**Remains stationary and observes information on a computer screen at least 80% of the time. When managing events, might be required to move around up to 100% of the time. This position constantly operates computers, printers and other office systems. Occasionally required to move items weighing up to 20 lbs. This position requires constant communication and exchange of information with the firm lawyer, vendors, clients and staff.**Working Conditions**Office Environment.
Punctuality and regular attendance is required. Role involves managing events before, during and after regular office hours; must be available to work nights and weekends.**Travel**May require domestic and international travel. #J-18808-Ljbffr