Specialist, Events

Davis Polk & Wardwell LLP•New York, NY

5d•$100,000 - $120,000

About The Position

Davis Polk & Wardwell LLP (including its associated entities) is an elite global law firm with world-class practices across the board. Clients know they can rely on Davis Polk for their most challenging legal and business matters. Our approximately 1,000 lawyers located in 10 offices in the world’s key financial centers and political capitals collaborate seamlessly to deliver exceptional service, sophisticated advice and creative, practical solutions. Visit davispolk.com. Position Summary The Business Development team supports the firm across a broad spectrum of new business and client relationship-building activities, including the creation of new business proposals and firm marketing materials, upkeep of the databases that track firm experience and client information, competitive and market intelligence, and coordination of client events. The Specialist, Events works with the Events team to showcase the firm’s expertise through a variety of networking, partnering and client appreciation events, as well as internal professional development events.

Requirements

Strong interpersonal skills, excellent oral and written communication skills, and research abilities are fundamental.
Extremely professional demeanor and possessing good judgment in time sensitive situations.
A proactive self-starter, able to accept direction and work collaboratively on a team, with individuals in all roles within the organization, as well as independently as needed.
Very strong attention to detail and excellent organizational skills.
Ability to handle and prioritize multiple projects and deadlines.
Highly motivated and conscientious, with a strong interest in learning and participating in ways beyond the immediate job description.
Demonstrated ability to interact with Firm members at all levels and exercise confidentially and discretion.
Must be available and flexible to work overtime and evenings when needed.
Proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word).
Knowledge of CRM database (InterAction, etc.) and Vuture preferred.
Bachelor’s degree from a four-year college or university.
At least six years’ experience (excluding internships) in event planning or relevant professional environment required.

Nice To Haves

Law firm and/or financial or professional services experience is preferred.

Responsibilities

Plan and coordinate all logistics related to a wide variety of Firm-sponsored events including conferences, seminars, roundtables, offsite retreats, dinners, receptions and activity-based events for clients/prospective clients and lawyers. This includes overseeing all aspects and logistics of the lifecycle of the event such as site selection, contract negotiation, menu selection, audio visual, development of invitee lists, management of the invitation process, event materials, décor, onsite staffing and logistics, transportation, and post-event follow-up.
Oversee and manage on-site logistics and details of large-scale signature events and off-site retreats, as needed.
Develop working relationships with venues, event contacts and site vendors.
Collaborate with lawyers and business services staff to conceptualize events and curated experiences based on client objectives and business development needs.
Collaborate with other business services teams to develop and execute their events, such as Professional Development, Alumni and Recruiting teams.
Arrange and oversee the firm’s holiday gifting program which includes conceptualizing and sourcing gift options, ordering gifts, communicating processes, finalize shipping lists and coordinating gift shipments with our fulfillment center.
Work with Events team and other business services teams on successful planning and execution of the firm’s Annual Partners’ Meeting.
Research and source appropriate venues at various locations, primarily in New York City.
Coordinate site visits and advise on venue recommendations.
Negotiate contracts and pricing with venues and vendors.
Execute electronic invitation development, invitee and mailing lists, and track RSVPs.
Contribute to venue database, firm-wide events calendars and spreadsheets.
Coordinate logistics with internal Conference Services Department including room and food set-ups, AV, coat check, for client-facing events held at the firm.
Assist with coordination of client gifting and corresponding activity tracking.
Assist team with various aspects of annual luxury suites at various arenas/stadiums.