Events Coordinator

Simpson Thacher & Bartlett LLP•Palo Alto, CA

1d•$65,000 - $80,000•Hybrid

About The Position

The Events Coordinator is responsible for supporting the Firm’s initiatives by executing high-quality and engaging events and other assignments while providing outstanding client service in a fast-paced environment. This position reports to the Director, Client Development & Engagement, based in the Los Angeles office.

Requirements

2+ years of relevant events management experience.
Excellent written and oral communications skills.
Excellent planning, time management and organizational skills.
Ability to work independently and collaboratively in a demanding environment.
Strong 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 essential to 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 to primary office for in-office work a minimum of four days per week and as needed for event coverage.
Must be flexible and willing to work additional hours as needed.
Ability to travel as needed, including between the Palo Alto and San Francisco offices.
Proficiency in Microsoft Office programs and Adobe Suite.

Nice To Haves

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

Responsibilities

Organize, coordinate and support execution 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 (CDE) and Events Team colleagues and other key stakeholders. These events can include, but are not limited to, practice group events, sponsorships, alumni events and various client-related events.
Coordinate and provide logistical event support including, but not limited to, venue and vendor research, site inspections, invitation design, development of invitation lists and mailings, menu selection, décor, staffing and promotional items in partnership with key stakeholders.
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 events-related service providers. Keep abreast of new restaurant openings as well as restaurant closings and any changes in ratings.
Track expenses and approvals during planning process, review and process invoices and assist with post-event reconciliation and ROI to ensure events remain in line with budget provided by event stakeholders.
Work with key stakeholders to execute event protocol, ensuring an exceptional standard of delivery, service and attention to detail.
Research 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).
Partner closely and effectively with other colleagues in Client Development & Engagement, Events, Marketing Technology, Communications and Administration to monitor progress of each event to ensure checkpoints and objectives are achieved.
Maintain and ensure the integrity of the Firm’s CRM by adding and updating event-related information.
Coordinate and execute Bay Area-based client holiday gifting program in partnership with the West Coast CDE 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.