Event Coordinator

Events Coordinator, Legal and Consulting, Boston (3 days in office plus off hours events)

About the Company/Role: Great opportunity to join a well-established, Boston-based professional services firm with a rich history. With several hundred employees in Boston, the organization is deeply invested in building strong client relationships and is seeking a dynamic events professional to contribute to their strategic business development initiatives by planning and executing a wide variety of client events and experiences. Company offers a hybrid work model, competitive compensation, and a comprehensive benefits package.

What you'll do: As an Events Coordinator, you will be instrumental in the planning and execution of high-caliber client-facing events in conjunction with both the business development and marketing teams. As the sole employee responsible for planning and executing events, your responsibilities will include:

• Strategic Event Management: Lead the end-to-end planning and execution of conferences, receptions, training sessions, and other special events, ensuring alignment with the firm's strategic goals.
• Venue and Vendor Partnerships: Research and secure premier venues, negotiate contracts, and manage relationships with vendors to deliver exceptional event experiences. Events will range from parties, to receptions thematic around a specific industry conference, and even things like planning details and logistics for a senior executive to take a client out on a yacht for a day.
• Detailed Logistics and Execution: Develop and manage detailed event timelines, coordinate invitations, manage RSVPs, oversee catering, and ensure seamless on-site execution.
• Collaborative Teamwork: Work closely with business development managers and attorneys to ensure effective communication and collaboration throughout the event lifecycle.
• Venue Trend Analysis: Proactively research and recommend innovative venues within the Boston area and beyond, providing quarterly updates to internal stakeholders.
• Marketing Support and Inventory Management: Assist with marketing initiatives, including managing promotional merchandise, supporting sponsorship events, and maintaining accurate inventory.
• Budget Oversight: Manage event budgets, track expenses, and ensure adherence to financial guidelines.

About you: You are a highly organized and detail-oriented events professional with a passion for creating impactful experiences. You should possess:

• 2-6 years of off- site event planning experience, preferably within a fast-paced, client-focused environment, such as a professional services firm- law firm experience preferred, consulting firm experience is also highly relevant
• Exceptional organizational and project management skills, with the ability to manage multiple projects simultaneously.
• Strong communication and interpersonal skills, with the ability to build rapport with diverse stakeholders, including high level professionals.
• Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with CMS systems (such as HubSpot CMS or Clio) is a plus.
• Flexibility to work occasional evenings and early mornings as required, typically relating to breakfast or cocktail hour/ dinner event on site presence. THe majority of events are off- site and Boston area, and there are just a couple receptions held at out of state conferences to plan and travel for.
• The ability to work a hybrid schedule, with a minimum of three days per week in the Boston office
• A bachelor's degree or equivalent experience
• Must be authorized to work in the USA without sponsorship.