Legal Staff Marketing in Dallas, TX

Law Firm

Dallas, TX

Legal Staff Marketing in Dallas, TX

Legal Staff

3-5 yrs required

No

Job Title: Events Coordinator

Job Responsibilities:

The Events Coordinator is tasked with ensuring the successful execution of both in-person and virtual meetings and events across the law firm. The role encompasses a wide range of responsibilities, which include:

Meeting & Event Planning Expertise: The coordinator provides support for seamless, innovative, and cost-effective event planning services for both internal and client events. This includes:
- Conducting destination, hotel, and social event research, administering the RFP process, analyzing proposals, and preparing hotel and social event availability charts.
- Conducting hotel and social event contract negotiations, finalizing, and implementing contractual arrangements, and managing the financial aspects of all meeting components.
- Preparing cost analysis and budget estimates, monitoring budgets and expenses, and managing the invoice and deposit payment schedule.
- Preparing and distributing communications to attendees, including registration communications, websites, and extensive documentation.
- Analyzing guestroom requirements, proposing contractual room blocks, and managing registration for guestrooms, meetings, breakouts, and social events.
- Developing and communicating meeting specifications, coordinating food and beverage, audiovisual, telecommunications, and other requirements.
- Developing themes and implementing arrangements for social events, arranging transportation, and coordinating catering, entertainment, and security.
- Reviewing and reconciling hotel invoices, tracking actual expenses against budgets, and conducting debrief meetings with internal meeting owners and vendors.

Project Management: The coordinator is responsible for planning, implementing, and completing project plan tasks, preparing and coordinating plans, and leading other team members to ensure project deadlines are met.

Team Collaboration: Working effectively with all department team members to build and maintain positive professional relationships, enhancing teamwork and efficient service delivery.

Relationship Management: Contributing to the successful management of relationships with internal clients and managing productive relationships with hotels and suppliers.

Contract Management: Negotiating with hotels and vendors on contractual terms, implementing contracts, and ensuring all conditions are understood and met by the team, hotel, or vendor.

Budget Management: Preparing budgets, managing various budget components for meetings and events, and contributing to seeking opportunities to reduce costs.

Department Projects: Contributing to or supporting department projects associated with consolidating and aligning best practices to enhance existing event project management guidelines and procedures.

Administrative Projects: Providing administrative support, including setting up conference calls, preparing presentations, and preparing expense reports.

Education and Experience Information:

The ideal candidate should possess:
- A college degree, with a preference for majors in meeting planning or marketing.
- Strong strategic meeting and event management experience, with experience in a law firm, professional service firm, corporate environment, or hotel.
- Involvement in the hotel and hospitality industry through various associations and a passion for continuing education in the industry.
- Highly organized with strong project management skills and the ability to handle multiple projects and deadlines simultaneously.
- Excellent time management skills and the ability to multi-task, analyze, and manage multiple ongoing projects.
- Excellent people management and interpersonal skills, strong English communication skills (verbal and written), and exceptional communication skills with prescribed business etiquette.
- Confident, diplomatic, mature with sound judgment, and a strong sense of responsibility.
- Experience in budget and financial management of meetings and events.
- Ability to work independently and negotiate simple contracts and orders.
- Ability to work effectively with team members and assist in promoting a "one team" environment.
- Demonstrated ability to manage conflict with diplomacy and credibility.
- Excellent analytical and problem-solving skills and the ability to react quickly to resolve issues.
- Experience working in a hotel, law, or business environment.
- Mastery of Microsoft Office suite products, including a good working knowledge of Excel.

Salary Information:

The text does not provide specific salary information for the Events Coordinator position.