Temporary Events Coordinator - (Hybrid Schedule) at Reed Smith LLP

Firm Information

Reed Smith is a dynamic international law firm dedicated to helping clients move their businesses forward. With an inclusive culture and innovative mindset, we deliver smarter, more creative legal services that drive better outcomes for our clients. Our deep industry knowledge, long-standing relationships and collaborative structure make us the go-to partner for complex disputes, transactions and regulatory matters.

Our team of 3,000 people (including more than 1,600 lawyers) across more than 30 offices in the United States, Europe, the Middle East and Asia, operate as one global partnership to drive progress for our clients, for ourselves and for our communities.

Position Summary

The Marketing & Events Coordinator will assist lawyers and members of the Marketing/Events teams, providing firmwide logistical and administrative support for all manner of Firm events, such as webinars, CLE programs, conferences, and receptions.

Job Duties and Responsibilities

• Become “expert” in the Firm’s webinar tool, ON 24, so as to be the “go to” for all users and be able to educate others on proper use and functionality.
• Responsible for managing CVENT, the firm’s web-based Event Registration Tool, and educating others on proper use and functionality consistent with other Firm applications.
• Gain proficiency in all other relevant Firm applications, Global Crossing teleconferencing services, CRM system, reedsmith.com, ouRSpace (intranet), Digital File, EMS Confernce Room Scheduler, Firm Calendar and more.
• Maintenance of Event Resources such as the events calendar, team page on ouRSpace, Digital File folders, and others.
• Sole responsibility for events, from inception to reconciliation, as delegated by Events Manager. Tasks will include, but are not limited to:
• Budget forecasting and assessment
• Scheduling
• Venue research and site selection
• Contract negotiation
• Hotel accommodations
• Banquet arrangements
• Invitation design and distribution
• Tracking RSVPs
• Organization registration
• Preparing nametags and materials
• Event theme, décor and vendor management and appropriate follow-up.
• Collaborate with other departments such as IT, Firmwide Video Conference, RSU/CLE Staff, Knowledge Management, Travel, Accounting, Office Services/Hospitality and others, as work requires.
• Proofreading, printing, typing, filing, copying, and providing a high level of customer service to internal and external clients.
• Travel and onsite assistance at events as needed. Some evening and weekend assignments.
• Assist Events Manager and other members of Events team with the preparation and production of events under their domain.
• Arrange for client entertainment such as cocktail receptions, dinner parties, sporting & cultural events, sometimes upon short notice.
• Administrative/accounting functions, such as processing of check requests and tracking expenses for each event.
• Work with marketing department on events related projects.
• Other duties as assigned by Events Manager or Regional Marketing Director.

Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time. 

Requirements

Education:  Bachelor’s degree in marketing or related field. CMP designation a plus.

Experience:

• Three years experience planning events.
• Experience in a corporate, legal or professional services organization essential.
• Knowledge of the events industry and its resources.
  

Skills:

•  Proficiency in Microsoft Office Suite.
• Knowledge of event related software such as web-based registration tool, CVent, Meeting Matrix a plus.
• Ability to work with little supervision.
• Excellent communication skills, both written and verbal. Must have high degree of poise and professionalism when interacting with internal and external contacts.
• Ability to prioritize workload and solve problems quickly.
• Must be able to assist individuals of various levels with needs and problems and react to difficult situations appropriately.

Other

Supervisory Responsibilities: None

Equipment To Be Used: Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc.

Essential Job Functions:

• Exceptional organizational and time management skills.
• Ability to handle multiple tasks on a daily basis and complete assignments within set timelines.
• Keen problem-solving and troubleshooting abilities and solutions-oriented thinking.
• Adaptability to changing situations.
• Ability to communicate effectively, orally and in writing, with various personalities at all levels.
• Must possess great interpersonal and communication skills.
• Ability to have a customer-focused mindset and deliver high-quality service or solutions to internal or external stakeholders.
• Attention to detail and accuracy are critical skills necessary for ensuring precision and quality in all tasks and responsibilities.
• Ability to sit and/or stand for prolonged periods, intense eye usage, and finger, hand and wrist dexterity associated with prolonged computer use.
• Ability to utilize technology, including computers and telecommunication devices.
• Ability to read and interpret written documents, computer screens and other visual displays accurately.
• Ability to hear and understand verbal communication, including conversations and instructions, is important for effective collaboration and communication.
• Must be able to travel for meetings and training as required.
• Must work in office as required.

Working Conditions:  You will be required to work in the office a minimum of 2 days per week. Occasionally called upon to work hours in excess of your normal daily schedule. The details of your weekly schedule will be discussed further with your direct supervisor.

Pay Ranges: This represents the presently-anticipated low and high end of Reed Smith’s pay range for this position. Actual pay may vary based on various factors, including but not limited to location and experience.

• Pittsburgh / Miami / Houston / Dallas: $32.45 - $40.87 per hour
• Chicago / Philadelphia: $34.62 -   $43.75 per hour
• Princeton, NJ / Washington D.C.: $36.54 -   $46.63 per hour

Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401 (k) plan.

Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.

Qualified candidates only. No search firms.