The Senior Marketing Events Coordinator in our Austin, Texas office is responsible for the negotiation, planning and execution of business development programs and events, both in local office and nationally. This position works closely with the business development team, attorneys and office contacts to implement initiatives focused on promoting the firm, and will develop and administer best practices for adoption throughout the department. The position requires work hours in excess of standard work day and work week, especially during peak events seasons.
Examples of events include: retreats, client-facing events in our office meeting space, external conferences and social programs/events, content-driven programs and webinars with CLE, breakfasts, lunches and dinner meetings, and client events of all types - virtual and live.
Responsibilities include but are not limited to:
Plan, organize and execute abovementioned events and related activities, including venue and vendor research, contract negotiation, budgeting, food and beverage management, audio-visual, production design, program materials, registration and attendance collation, feedback and post-event analysis
Serve as editor for event communications including tracking of all event requests, approvals, plans and summaries; manage distribution for invitations, reminders and follow-up email that are created by design team
Develop relationships with key industry venues and vendors for live and virtual events
Report on metrics for events and budget
Craft and send RFPs to hotels and other venues and vendors
Research and source promotional items as needed
Liaise and collaborate with marketing teams on other projects as assigned
Travel to assigned events
Work closely with firm attorneys and business development counterparts in all event efforts
Support manager and director on events, as needed
This job description does not cover or contain all 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 role could require comfort and acumen in possibly reporting to a manager virtually, based in another city.
Qualifications and job-related skills
Bachelor’s Degree required
Minimum of five years of dedicated corporate event planning and execution experience, preferably in a professional services, corporate or law firm environment
CMP certification a plus, but not required
High regard for confidentiality is essential
Strong knowledge of events strategy and vendor negotiation in F&B, production design, partnering with hotels, venues and vendors (technology, AV, apps, webinars, etc.)
Strong budget management and accurate reconciliation skills
Proficiency in document management systems and CRM databases, ideally in FileSite, InterAction and Vuture will be a large plus
Understanding of Zoom, MS Teams, and On24 webinar platform a plus, but not required
Strong verbal, written (e.g. grammar/spelling/proofreading) and interpersonal communication skills with the ability to interact successfully with lawyers, other firm managers and staff, outside vendors and service providers
Ability to build effective relationships internally with lawyers and staff as well as external relationships with industry professionals and vendors in a fast-paced environment
Strong image and presence that engenders confidence to firm management and lawyers and maintaining composure under event pressure
Exemplary professional judgment and discretion and understands when to act, when to ask and when to manage up, using diplomacy
Demonstrated leadership, organizational, operational, negotiation and team-management skills
Demonstrated ability to advise and guide professionals and follow through with strategic initiatives
Understanding of the marketing concept, needs and expectations of law firm lawyers and clients
Understanding of virtual events and ability to have a conversation about potential use of event platforms
Proficient in Microsoft Office suite
Strong ability and willingness to learn new systems as required
Ability to successfully organize and handle multiple priorities at once
Flexible and proactive high-energy professional with strong service orientation
Ability to work effectively with a diverse group of highly educated individuals with strong opinions and varying professional development priorities and goals
Possesses a “can-do” attitude and displays an openness to take on new assignments
Ability to travel as needed
Equal Employment Opportunity/M/F/disability/protected veteran status
About Norton Rose Fulbright US LLP
We provide the world’s preeminent corporations and financial institutions with a full business law service. We have more than 4,000 lawyers and other legal staff based in Europe, the United States, Canada, Latin America, Asia, Australia, the Middle East and Africa.
Recognized for our industry focus, we are strong across all the key industry sectors: financial institutions; energy; infrastructure, mining and commodities; transport; technology and innovation; and life sciences and healthcare. Through our global risk advisory group, we leverage our industry experience with our knowledge of legal, regulatory, compliance and governance issues to provide our clients with practical solutions to the legal and regulatory risks facing their businesses.
Wherever we are, we operate in accordance with our global business principles of quality, unity and integrity. We aim to provide the highest possible standard of legal service in each of our offices and to maintain that level of quality at every point of contact.