Meeting & Events Coordinator
Company: Saul Ewing Arnstein & Lehr LLP
Location: Chicago
Posted on: August 7, 2022
Job Description:
Job Brief:Saul Ewing Arnstein & Lehr LLP is a full-service law
firm that offers clients the national reach and sophisticated
experience of a large firm and the local connections and value of a
boutique firm. This combination of reach and local autonomy
supports our clients with the clout of a mega-firm and the service
hallmarks of a boutique. With one firm, clients get a macro view of
the law with a micro focus on their unique legal needs. With 16
offices in Delaware, the District of Columbia, Florida, Illinois,
Maryland, Massachusetts, Minnesota, New Jersey, New York and
Pennsylvania, Saul Ewing Arnstein & Lehr serves businesses
throughout the United States and internationally. They represent
recognizable names in corporate America, exciting start-ups and an
array of closely held and privately held companies, as well as
nonprofits, governmental and educational entities.Saul Ewing
Arnstein & Lehr LLP strives to be a leader among peer law firms in
its diversity initiatives. The Firm is proudly committed to
diversity and to providing equal opportunities for all to succeed.
The firm defines diversity broadly as the differences among people,
including race, culture, ethnicity, gender, gender identity or
expression, sexual orientation, disability, religion, language and
experiences. Saul Ewing provides forums for championing the
perspectives and experiences of attorneys/staff and promoting their
inclusion in opportunities for significant work and advancement at
the Firm through our Diversity, Equity & Inclusion Committee,
Women's Development Initiative (WDI), LGBTQ+ Resource Group and the
Minority Attorney Resource Group.Saul Ewing Arnstein & Lehr LLP
seeks a Coordinator to assist its Meeting and Events team within
the marketing department in its Philadelphia, Chicago, or
Minneapolis office. This position will provide substantive
logistical support for firm events, including the coordination of
external projects and ownership of internal operational needs. The
Meeting & Event Coordinator, as part of the Events Team, helps
ensure that all events, their planning and execution are carried
out in support of the firm's overall brand and internal Strategic
Plan.The candidate can be based out of the Philadelphia, Chicago or
Minneapolis office and will be in a hybrid 4 plus 4 work setting.
Wednesdays plus 4 days per month in office, remaining work days can
be remote.Responsibilities:Event Administrative Assistance:
- Submit event-related expenses for approval and payment
- Prepare, maintain and balance the monthly Marketing credit card
account
- Process vendor payments via the firm's expense management
systemEvent Preparation and Support:
- Project manage day-to-day event logistics:
- Create and organize name tags, and manage the applications and
hardware to produce on demand printing of name tags
- Prepare and coordinate signage
- Procure event materials, to include the creation of QR codes
for ecofriendly alternative materials
- Track RSVPs utilizing the firm's CRM system and produce reports
in various formats
- Support contact research for target event list creation
- Manage the Firm Events calendar on the Firm intranet
- Maintain relationships with vendors
- Design and maintain a process for tracking and utilizing the
event and sponsorship exhibition materials, including instructions,
checklists and set-up diagrams
- Coordinate the packing and shipping of sameEvent Coverage and
Execution
- With training, independently manage and attend small-scale firm
events, ensuring all facets of the event run smoothly
- As needed, assist the Events Manager and/or Director with the
execution of large-scale events
- Help with social media engagement related to event attendance
and presentations
- Assist or independently manage virtual events using Zoom
platform. This includes facilitating interactive elements of the
event such as breakout rooms, polling and whiteboardsConference
Preparation
- Support our business development and client relations team
members in preparing for in-person conferences:
- coordinate the assembly and delivery of event exhibit materials
and supplies
- research and prepare event "dossier" on conference and host
city to help facilitate client entertainment
- research and recommend restaurants and other client
entertainment options, as well as secure reservationsCompany
Branded Giveaway Store
- Manage and further develop the Company Branded Giveaway
Store
- Work with vendor and internal decision makers on product
selection, proofing review and approvals, and ensure adequate and
appropriate stock is presented
- Review Company Store analytics on usage and share ideas for
store and product improvements
- Continually streamline the process for ordering and
distribution of inventory itemsKnowledge & Skills Required:
- Advanced fluency in Microsoft Office suite
- Strong written and oral communication skills
- Must be extremely organized and able to multi-task and manage
competing priorities
- Ability to produce quality work under deadlines while
maintaining a professional and positive demeanorEducational and
Experience Requirements:
- Bachelor's degree; a concentration in marketing or hospitality
is a plus
- 2 to 3 years of professional administrative experience
- Experience with InterAction or similar CRM database a
plusPhysical Demands of Position:Work is performed in a
professional office environment and requires the following during
the work day:
- Must be able to remain in a stationary position for long
periods of time (working at a computer)
- Repetitive movement (i.e. heavy computer/keyboard use)
- May require occasional light lifting (files, copy paper,
etc.)
- Setting up and breaking down events organized by the
department
- Compensation, Benefits and Job Setting:Salary is competitive
based on experience and full benefits available. This position will
be a hybrid role, located out of the firm's Chicago, Minneapolis or
Philadelphia office. The schedule for working on site is Wednesdays
on a weekly basis plus 4 other onsite days per month. The remainder
of work can be done via home office/remotely.
Keywords: Saul Ewing Arnstein & Lehr LLP, Chicago , Meeting & Events Coordinator, Other , Chicago, Illinois
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