A prominent international law firm is seeking a proactive and detail-oriented Special Events Coordinator to join its dynamic marketing team in the New York office. This is a direct-hire, hybrid role ideal for someone with a passion for event planning and experience in a professional services environment.
Hybrid schedule: 3 days on-site per week
Hours: 9:00am–5:30pm (overtime as needed)
Base salary: $60-$70K + OT + discretionary bonus
Responsibilities:
- Plan and coordinate a wide variety of client-facing events including webinars, CLEs, receptions, and internal retreats
- Draft and execute strategic communications for event promotion, including targeted outreach and RSVP tracking
- Build and manage digital invitations and mailing lists using an email marketing platform
- Collaborate with internal teams to ensure smooth event execution, including scheduling, logistics, and tech coordination
- Source, negotiate, and manage contracts with venues and outside vendors
- Create and manage online event registration pages and mobile apps using an event management platform
- Prepare on-site materials such as signage, name badges, and tent cards
- Assist with the ordering and inventory tracking of branded client gifts
- Maintain and manage use of firm-owned entertainment assets (e.g., sports tickets)
- Provide support for firm presence at industry conferences, including exhibit booth setup and takedown
- Coordinate with departments such as IT, Operations, and Conference Services to align resources and logistics
Qualifications:
- Bachelor's degree required (Marketing, Events, Communications, or related field preferred)
- Minimum 1 year of event coordination experience in a law firm or professional services environment
- Familiarity with tools such as Zoom, Microsoft Office Suite, and CRM/email marketing platforms
- Knowledge of Cvent and Vuture is a plus
- Strong written and verbal communication skills; professional client interaction is essential
- Highly organized with strong attention to detail and ability to manage multiple timelines
- Able to collaborate with stakeholders at all levels and maintain a high standard of professionalism
- Willingness to work occasional early mornings, evenings, or weekends depending on event schedule
- Travel may be required for select off-site events