Events Specialist

Fried Frank Business Services Opportunities•New York, NY

18h•$100,000 - $115,000•Hybrid

About The Position

The Events Specialist is responsible for planning and executing the firm’s internal, external and client-facing events. These include onsite and offsite seminars, client dinners, receptions, retreats, conferences and other activities for specific practice areas and functions at the firm. The incumbent will be responsible for managing the development and execution of events to ensure all events run smoothly from ideation to budgeting and planning to follow-up. The Events Specialist will interact and communicate with the entire Marketing and Business Development Department team, partners, attorneys and business services staff across all offices. The appropriate candidate will quickly learn and understand the bespoke needs of the internal and external clients to ensure events cater to the needs of the clients and the business development goals. The Events Specialist will need to be able to present to key stakeholders creative and thoughtful ideas for events, that show our understanding of their needs and how to receive the best ROI while maintaining the highest standards and brand integrity. This is an exciting role that will expose the appropriate candidate to a huge range of interesting and creative events that aid in brand recognition, client appreciation and internal morale.

Requirements

4-6 years of event managing experience in an event management company or professional services environment.
Ability to develop clear, concise, and well-structured written and verbal communications.
Must be able to work collaboratively and promote teamwork, productivity and accountability.
Proven ability to plan, manage and execute multiple events simultaneously with limited supervision and the judgement to flag potential “road blocks” or issues with a senior team member.
Superb client service and interpersonal skills and communicate effectively verbally and in writing with personnel of all levels.
Must be comfortable presenting strategic approaches with clarity.
Must possess rigorous attention to process and detail, and overall pride in the process and outcome.
Must thrive in a fast-paced environment while working under pressure.
Must have the passion to help mentor and train more junior members of the team, while demonstrating excellence.
Proficient in Microsoft Office suite.

Nice To Haves

4-Year College Degree preferred.
Experience with InterAction and marketing-related databases preferred.

Responsibilities

Serve as the lead project manager for events from initial creative design and pre-planning stages through on-site execution.
Attend events, as appropriate, and manage on-site logistics including all on-site hospitality, audio-visual and other logistics.
Ensure alignment with Business Development on all client facing events. Work with the partners, practice management and business development teams to develop an understanding of the internal and external clients based on business development client plans.
Collaborate with other business services functions including DEIB, Employee Resource Groups, Practice Group Management to develop and execute their events.
Collaborate with the firm’s Design Studio and Digital Marketing to create email invitations; oversee design and content as well as other collateral including agendas, seminar materials, slides and handouts, evaluation forms, name badges, and promo items.
Conduct site visits, select and secure appropriate venues and process contracts.
Prepare event proposals, “run of show” documents and other planning documents to ensure events runs smoothly.
Manage event budgets ensuring that expenses are within the approved budget; process all related payments and invoices.
Ensure all documents and relevant materials are stored in iManage and tracked in Asana and client information responsibly saved in relevant databases.
Liaise with Partners and Business Development leads, as needed regarding invitations and mailing lists.
Suggest, implement and share best practices on management and operations for events with Events Team.
Update all relevant stake holders regularly on project progress.
Build and strengthen vendor outside relationships.
Ability to work in the evenings and weekends, as needed, with events support.
Assists with special projects, including training materials and best practice documents.
Coordinate client gifts around events.