Office Administration Events Specialist

Husch Blackwell•Clayton, MO

6h•Onsite

About The Position

Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations. Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation. If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to our Office Administration Events Specialist position. This position will work onsite full-time in our St. Louis, MO office. The Office Administration Events Specialist is responsible for planning, coordinating, and executing a wide range of internal and external events, working collaboratively with Office Administration, attorneys, business professionals, and Firm departments to ensure seamless logistics and a consistent, high quality experience. This role serves as a central point of coordination for event planning activities, including scheduling, sporting ticket management, space management, vendor engagement, catering, technology coordination, budget tracking support, post event documentation, and onsite event execution, while ensuring alignment with Firm policies, standards, and operational best practices.

Requirements

Associate degree required; bachelor’s degree preferred, or equivalent professional or educational experience.
3–5 years of relevant experience required, preferably in a professional services environment.
Actively participate in regular team meetings to discuss current projects, priorities, and workflow.
Take personal responsibility for regularly exchanging information, best practices, and training tips with team members to promote consistency and effectiveness.
Cope successfully with office demands while remaining calm, professional, and solution oriented under pressure.
Conduct all business in a confidential, professional, and ethical manner.
Ability to work early mornings, evenings, travel to events as needed, and occasional weekends, required.
Ability to prioritize and manage multiple events in conjunction with day-to-day deliverables.
Proactive Problem-Solving – Anticipate and resolve before escalation.
Judgment & Discretion – Navigate complexity with senior stakeholders.
Workflow Management – Own full lifecycle with accountability.
Communication – Clear, concise, solution-focused.
Business Partnership – Service mindset with strategic value-add.
Technology Proficiency – AI, automation, continuous upskilling.
Organizational Excellence – Detail-oriented, multi-tasking across portfolios.
Accountability – Follow-through and ownership.
Relationship Management – Build trust across all levels.
Adaptability – Thrive in dynamic, high-pressure environments.

Responsibilities

Coordinate and support the planning and execution of internal and external events, including Firm meetings, employee events, client related events, trainings, and special programs.
Collaborate with attorneys, business professionals, Office Administration, and Firm departments to ensure event objectives, logistics, timelines, and expectations are met.
Manage event logistics such as scheduling, space planning, conference room setup, ordering and coordinating meeting lunches and catering, technology needs, vendor coordination, accessibility considerations, and onsite support.
Serve as the primary point of contact for event logistics, ensuring clear communication and coordination across all stakeholders.
Ensure events are executed in compliance with Firm policies, branding standards, budget guidelines, safety protocols, and risk management considerations.
Communicate event details clearly and professionally with internal stakeholders, vendors, and service providers before, during, and after events.
Anticipate potential challenges and proactively resolve issues to ensure a smooth, inclusive, and positive event experience for all attendees.
Administer sporting ticket events, including distributing tickets, tracking attendees and utilization, maintaining accurate participation records, and preparing ROI and participation reports.
Track event related expenses and documentation, partnering with appropriate departments to support accurate budgeting, invoicing, and financial reconciliation.
Assist with post event follow up activities, including documentation, reporting, and continuous improvement recommendations as appropriate.
Help create a positive, welcoming, and collegial environment by consistently demonstrating strong customer service best practices.
Work successfully in a team environment by solving problems collaboratively, communicating in a positive manner, and supporting the success of the local office, the Firm, and various teams.
Demonstrate the ability to quickly learn, adopt, and master existing and emerging technologies relevant to the role.
Demonstrate professional written and verbal communication skills, including strong proofreading and organizational abilities.
Edit, proofread, maintain, and revise documents as needed, including but not limited to Excel, Word, Adobe, and PowerPoint.
Process, save, search, and retrieve documents using document management software.
Scan, save, manipulate, and distribute documents electronically, including via email and shared systems.
Schedule conference rooms and coordinate meetings using Outlook, Maptician, and other technologies, including complex, multi location meetings that may require videoconferencing and web based participation.
Process expenses, expense reimbursements, check requests, and invoices via Firm accounting systems.
Understand local office emergency procedures; respond appropriately if an emergency arises and serve on the local office emergency preparedness and safety team.
Provide backup support for other Office Administration Coordinators in the local office, including front desk and conference room coverage, as needed.