The Events Coordinator is responsible for supporting the planning, coordination, and execution of client-facing and internal firm events that support Chartwell Law's business development, marketing, and employee engagement objectives. This role manages event logistics and administrative functions, including registration tracking, attendee communications, venue coordination, travel administration, sponsorship logistics, CRM maintenance, invoice processing, and on-site event support.

Working closely with the Events Specialist, Director of Marketing & Business Development, Business Development Manager, Marketing Manager, attorneys, firm leadership, and external vendors, the Events Coordinator helps ensure events are executed professionally, efficiently, and in alignment with the firm's brand and strategic goals.

Primary Job Duties:

• Assist with the implementation of client-facing events, including conferences, networking events, seminars, sponsorship activations, and client entertainment opportunities.
• Assist with the implementation of internal firm events, including holiday parties, summer events, retreats, employee engagement activities, and special programs.
• Coordinate event logistics, timelines, planning documents, and project trackers to support successful event execution.
• Manage event registration processes, RSVP tracking, attendee lists, and event communications.
• Research venue options, catering services, promotional products, and other event resources as directed.
• Maintain vendor information, event documentation, and planning records.
• Coordinate sponsorship logistics, including attendee registrations, shipping materials, promotional items, booth requirements, setup, and breakdown activities.
• Maintain the marketing and business development events calendar and track key deadlines, registration dates, sponsorship obligations, and milestones.
• Assist with creating event invitations, registration communications, reminder emails, and post-event follow-up messages.
• Support the Marketing Manager and Senior Events Specialist with event-related social media promotion, website updates, and marketing materials.
• Support the Business Development Manager with post-event information and reports to provide insight and recommendations for event follow-up. 
• Maintain event records within the firm's CRM and marketing databases, including RSVP status, attendance records, and post-event activity.
• Manage the firm's Uber account and assist with administration of the Navan travel program.
• Collect event performance data and assist with post-event reporting and documentation.
• Track event expenses, maintain records, and coordinate invoice processing and reconciliation.
• Travel to events as needed to provide on-site logistical and operational support.
• Manage multiple projects simultaneously while maintaining attention to detail, meeting deadlines, and supporting process improvements that enhance event execution and efficiency.
• Assist with maintaining event planning procedures, templates, documentation, and best practices.

Key Competencies:

• Communicating - Legal Professionals provide the information required by others in a concise, direct, and unambiguous way. They perceive how the message affects the receiver and strive to ensure that the receiver clearly understands the specifics and function of the message.
• Conflict Management - Legal Professionals address problems openly and objectively and bring substantial conflicts and disagreements into the open with the intention of resolving issues in an unemotional and constructive manner.
• Professionalism - Legal Professionals set high standards and serve as role models for work performance, ethical conduct, and respect for others. They consistently conduct themselves in a manner consistent with generally accepted moral principles and values and within the guidelines and best practices of their profession.
• Planning & Priority Setting - Legal Professionals identify priorities and develop detailed action plans that include objectives, accountabilities, time frames, standards, review stages, and contingencies. 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

This position may be designated as remote, hybrid, or fully in-office, depending on the needs of the role, office location, and Firm requirements.

• Bachelor's degree in Marketing, Communications, Hospitality Management, Event Management, or related field preferred.
• 1-3 years of event planning, business development, marketing, or related experience in a law firm or professional services environment.
• Ability to travel as needed, including occasional evenings and weekends. Must be near a major airport hub, preferably on the East Coast.
• Experience with Monday.com, Nexl, Canva, or similar MarTech platforms preferred but not required.
• Experience supporting events, meetings, sponsorships, or project coordination activities preferred.
• Experience working in a professional services environment. Legal industry experience is preferred but not required.
• Strong organizational and project coordination skills.
• Proficiency with Microsoft Office Suite required.
• Excellent written and verbal communication skills.

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