Law Firm
Washington, DC
Legal Staff Marketing in Washington, DC
Legal Staff
5-8 yrs required
No
Job Title: Events Coordinator
Job Responsibilities:
The Events Coordinator at the law firm is tasked with overseeing the successful execution of both in-person and virtual meetings and events across the firm. These events vary in size and scope. The primary responsibilities include:
Meeting & Event Planning Expertise:
- Conducting destination, hotel, and social event research, including administering the Request for Proposal (RFP) process.
- Analyzing proposals and preparing availability charts for hotels and social events.
- Engaging in contract negotiations with hotels and social event venues, finalizing and implementing contractual arrangements.
- Managing the financial aspects of all meeting components, including budget preparation, monitoring, and expense management.
- Preparing cost analyses and budget estimates, managing invoice and deposit payment schedules.
- Coordinating the preparation and distribution of communications to attendees, including registration communications, websites, and documentation.
- Analyzing guestroom requirements, proposing contractual room blocks, and managing registration for various event components.
- Developing and communicating meeting specifications and coordinating food, beverage, audiovisual, telecommunications, and other requirements.
- Developing themes and arrangements for social events, including transportation, catering, entertainment, and security coordination.
- Preparing meeting collateral like name badges and attendee lists, coordinating shipments, and managing onsite meeting logistics.
- Conducting post-meeting responsibilities such as reviewing invoices, reconciling expenses, debriefing with vendors, and preparing reports.
Project Management:
- Planning, implementing, and completing project plans and action plan tasks.
- Leading project team members to ensure deadlines are met.
Team Collaboration:
- Working effectively with all team members to build and maintain positive professional relationships and enhance teamwork.
Relationship Management:
- Managing relationships with internal clients.
- Cultivating and managing productive relationships with hotels and suppliers to ensure specifications are met.
Contract Management:
- Negotiating contractual terms with hotels and vendors and ensuring all contract conditions are adhered to.
Budget Management:
- Preparing and managing budgets for meetings and events, including post-event budget reporting and reallocation.
Department Projects:
- Contributing to department projects aimed at consolidating and enhancing event management guidelines and procedures.
Administrative Projects:
- Providing administrative support, including setting up conference calls, preparing presentations, and managing expense reports.
Education and Experience Information:
- A college degree is required, with a preference for degrees in meeting planning or marketing.
- Strong strategic meeting and event management experience is essential.
- Experience working in a law firm, professional service firm, corporate environment, or hotel is preferred.
- Involvement in the hotel and hospitality industry through associations is beneficial, along with a passion for continuing education in the industry.
- Highly organized with strong project management skills and the ability to handle multiple projects and deadlines.
- Excellent time management skills, with the ability to multi-task and manage ongoing projects.
- Outstanding interpersonal and communication skills, with strong English verbal and written communication abilities.
- Confident, diplomatic, and mature with sound judgment and a strong sense of responsibility.
- Experience in budget and financial management for 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.
- Experience working in a hotel, law, or business environment is advantageous.
- Mastery of Microsoft Office suite, particularly Excel, and enthusiasm for technology.
Salary Information:
The text does not provide specific salary information for the Events Coordinator position at the law firm.
Jul 15, 2025
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