Events Assistant

King & Spalding•New York City, NY

1d•Onsite

About The Position

The Events Assistant supports the planning and execution of multifaceted internal and external meetings, conferences, and networking events. This role will work closely with colleagues across the Marketing Department and key event stakeholders to support the delivery of polished, well-coordinated experiences. This position is ideally suited to a highly organized and detail-oriented professional with a strong interest in event management, hospitality, and client service, and a desire to develop a career within the legal or professional services sector. This role offers valuable exposure to all facets of event management, including event logistics, production coordination, and onsite execution, while contributing to the delivery of exceptional experiences for clients and colleagues.

Requirements

Bachelor’s Degree required.
Proficiency in Microsoft Office.
Must demonstrate exemplary interpersonal, written, and verbal communication skills; exceptional attention to detail; and the ability to work both independently and collaboratively in a fast-paced, high-volume environment.
Must demonstrate professionalism, initiative, and a commitment to continuous learning and exercise discretion and confidentiality when handling sensitive matters.
Strong judgment, sound problem-solving skills, and the ability to remain composed under pressure are required.

Nice To Haves

Familiarity with the Vuture platform is preferred.

Responsibilities

Review event briefs and related documentation for assigned invitation requests; ensure materials are consistent with global brand standards; and support timely, accurate invitation delivery.
Support event registration set-up; prepare weekly RSVP reports using event software; maintain attendance goal trackers; communicate registration and room block deadlines to stakeholders; reconcile registration payments, where applicable; and help ensure client inquiries are addressed promptly and professionally.
Support the set-up of quick-turn event invitations in the firm’s digital marketing platform by following established processes, managing detailed set-up requirements, and collaborating with Marketing team members to provide a seamless client invitation experience.
Assist event managers with logistics planning, including coordination with internal and external vendors for food and beverage, production, promotional items, and related requirements.
Help ensure events remain aligned with planning timelines, brand standards, and budget parameters; support effective project management; and provide on-site coordination as needed.
Coordinate the production of on-site event materials, including name badges, tent cards, signage, CLE forms and surveys, menu cards, and place cards.
Manage the packing and shipping of event materials, as needed.
Monitor and update the event calendar; maintain an organized inventory and tracking system for event supplies; support event budget maintenance; process invoices in a timely manner; reconcile event-related expenses through firm systems; and assist with budget tracking and reporting.
Perform other duties as assigned.