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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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