Firm Events Manager

The Firm Events Manager is responsible for managing all aspects of firmwide events, such as the annual Partner Retreat and New Partner Conference, and marquee external/client-facing events, such as the Legislative Seminar, the Labor and Employment Master Class and the JP Morgan Health Care Conference, and the professional development curriculum, among others. This role manages all aspects of events including agenda planning, logistics, venue management and meeting software/apps.

The Firm Events Manager should establish event protocol, planning and execution in entirety ensuring an exceptional standard of delivery, service, and attention to detail across all events.

Responsibilities:

• Conceptualize and execute all firmwide events including messaging, branding and content working closely with the highest levels of firm leadership including the Chairman, Policy Committee, Group Chairs, Chief Practice Partner, Chief Marketing Officer, etc. to identify key event metrics for success.
• Engage with marketing, business development, professional development, inclusion and diversity, finance, HR, IT, and others across the firm from planning to execution, including presentations, messaging, visual assets, invitation and registration procedures, attendee strategies, budget management, billing procedures, working with PR and social media teams, crafting internal communication strategies, and conducting all post-event activities.
• Coordinate and manage and negotiate contracts for all external event suppliers including group travel teams, hotels, destination management group, transportation providers, venues, caterers, AV suppliers, etc. always working to build strong relationships that benefit the firm.
• Integrate brand elements into all event and sponsorship endeavors.
• Create a digital process for events that include communications, registration and event apps.
• Manage various Zoom programs across the firm including the New Partner Program sessions and client CLE programs.
• Efficiently and effectively manage concurrent projects to ensure effective project management and successful event outcomes.
• Manage a direct report, an Event Specialist, and work together on all firmwide event projects.
• Plan an event from start to finish, including generate ideas for
• Create, coordinate, schedule, plan, and support firmwide and certain marquee client events.
• Manage invitation process including creation of save-the-dates and invitations using the Concep template.
• Manage all event communications with internal stakeholders and clients as needed
• Manage vendor relationships and venue logistics.
• Develop and maintain mailing lists, manage distribution and RSVP lists.
• Manage event budgets.
• Provide leadership and direction to others supporting the events.
• Negotiate sponsorships.
• Manage virtual event platforms and companies including CVENT and Zoom.
• Work with the CLE administrator to ensure that seminars and webinars are accredited accordingly, and information filed promptly.
• Other duties as requested and assigned

Requirements:

• Bachelor's Degree along with a minimum of 10 years of event planning experience in large scale professional services firm or corporate event production. Professional services/law firm experience is highly desirable.
• Demonstrated proficiency in Microsoft Office Suite including Word, Outlook, Excel, and PowerPoint. Proficient in use of CVENT and Zoom and other virtual platforms, including use of breakout rooms. Proven aptitude to learn new software applications. Experience with Concep.
• Strong analytical and communication skills both oral and written. Ability to effectively communicate technical concepts with an audience. Ability to interact effectively with attorneys and other key personnel; to manage and exceed expectations, and to exhibit a high degree of responsiveness, diplomacy, and professionalism in these interactions. Ability to effectively present information in both written and oral formats and respond to questions from all levels of professional and support staff and clients. Ability to effectively present information to top firm management. Ability to write business correspondence, procedure manuals, reports, speeches and articles for publication that conforms to prescribed style and format.
• Excellent organizational and planning skills with ability to prioritize multiple tasks and projects fast-paced environment with strict Outstanding creativity; flexibility and persistence; motivation and energy with the ability to work with little supervision and collaborate with other members of the team.
• Ability to coordinate the activities of department resources. Strong project management skills. Project and team management experience with attention to detail and a willingness to "roll up sleeves" and operate at whatever level is needed to accomplish A tolerance for uncertainty and an ability to prioritize and complete simultaneous projects with minimal supervision.
• Demonstrate good judgment, tact, and flexibility under pressure in a mixed-matrix environment with many stakeholders and potentially competing priorities.
• Thorough understanding of technologies that can be applied to firm operations and enhance working Demonstrated ability to employ software at the power-user competence level.
• Ability to demonstrate impeccable integrity in personal and fiduciary Ability to exercise discretion with confidential and sensitive information.

Baker & Hostetler LLP is an Equal Opportunity Employer.