Events Coordinator - Nashville or Birmingham

Baker Donelson•Nashville, TN

10d

About The Position

Baker, Donelson, Bearman, Caldwell, & Berkowitz PC has an immediate opening for an Events Coordinator. This position may be based in the Birmingham or Nashville offices. This position supports the firm’s internal and marketing event efforts, including sponsorships, webinars, educational seminars and client events, across the firm’s various offices. This role reports to the Events Manager and works collaboratively with attorneys and other members of the marketing and business development team to execute over 350 firm events, seminars, sponsorships and webinars annually. ESSENTIAL DUTIES AND RESPONSIBILITIES Essential functions are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer. Supports the Events Team executing internal and client-facing events. Research and confirm event dates, ensuring alignment with firm calendars and holidays. Coordinate venue selection and contracts for in-office and offsite events, including budget confirmation and approvals. Manage sponsorship logistics Reserve conference rooms and arrange room setups (classroom, rounds, U-shape) for seminars and client events. Coordinate catering, AV/IT needs, signage, and parking validations for in-person events. Confirm platform setup for webinars (On24, Teams, Zoom), monitor Q&A/chat, and provide attendee support during virtual events. Prepare and send pre-event and post-event communications, including thank-you emails, recap summaries, and feedback surveys. Collaborate with marketing team to ensure branding consistency and leverage sponsorships for client engagement. Assist with Manage Continuing Legal Education(CLE) process for applicable educational seminars and webinars among various states. This includes applying for event-specific sponsor credit and submitting for attendee credit post-seminar or webinar. Send RSVP lists and attendee details to presenters and building security for hybrid or in-person events. Research and recommend venues and meeting space to meet event objectives. Assist in event logistics from pre-planning through onsite execution. This includes but is not limited to: venue selection, catering/SEO generation, transportation, signage and print materials, floral, entertainment, and giveaways. Assist in maintaining client data and logging event attendance in the InterAction contact management system. KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED Ability to build and maintain solid working relationships, both within and outside of the Firm. Must be highly organized and able to prioritize, multitask, and work in a fast-paced environment. Strong project management skills. Ability to follow instructions and be self-directed. Attention to detail. Ability to work well with a team and on your own. Knowledge of Microsoft Word, Excel, and PowerPoint. Ability to meet and converse with new acquaintances easily and in a professional manner. Ability to handle situations diplomatically and professionally. Flexibility to work outside regular business hours as needed for event execution. Must provide minimum authorization to work in the United States. Resumes accepted only for job posted. Thank you for submitting your resume. After our hiring committee has had a chance to review all candidates for this position, we will reach out to only those that will be moving on to the next step in our recruiting process. We appreciate your interest in the position and will contact you if further action is necessary.

Requirements

Ability to build and maintain solid working relationships, both within and outside of the Firm.
Must be highly organized and able to prioritize, multitask, and work in a fast-paced environment.
Strong project management skills.
Ability to follow instructions and be self-directed.
Attention to detail.
Ability to work well with a team and on your own.
Knowledge of Microsoft Word, Excel, and PowerPoint.
Ability to meet and converse with new acquaintances easily and in a professional manner.
Ability to handle situations diplomatically and professionally.
Flexibility to work outside regular business hours as needed for event execution.
Must provide minimum authorization to work in the United States.

Responsibilities

Supports the Events Team executing internal and client-facing events.
Research and confirm event dates, ensuring alignment with firm calendars and holidays.
Coordinate venue selection and contracts for in-office and offsite events, including budget confirmation and approvals.
Manage sponsorship logistics
Reserve conference rooms and arrange room setups (classroom, rounds, U-shape) for seminars and client events.
Coordinate catering, AV/IT needs, signage, and parking validations for in-person events.
Confirm platform setup for webinars (On24, Teams, Zoom), monitor Q&A/chat, and provide attendee support during virtual events.
Prepare and send pre-event and post-event communications, including thank-you emails, recap summaries, and feedback surveys.
Collaborate with marketing team to ensure branding consistency and leverage sponsorships for client engagement.
Assist with Manage Continuing Legal Education(CLE) process for applicable educational seminars and webinars among various states. This includes applying for event-specific sponsor credit and submitting for attendee credit post-seminar or webinar.
Send RSVP lists and attendee details to presenters and building security for hybrid or in-person events.
Research and recommend venues and meeting space to meet event objectives.
Assist in event logistics from pre-planning through onsite execution. This includes but is not limited to: venue selection, catering/SEO generation, transportation, signage and print materials, floral, entertainment, and giveaways.
Assist in maintaining client data and logging event attendance in the InterAction contact management system.