Events Coordinator

Job Description
The world’s leading organisations and global players choose Proskauer to represent them when they need it the most. With 800+ lawyers in key financial centers around the world, we are known for our pragmatic and commercial approach.
Proskauer is the place to turn when a matter is complex, innovative and game-changing. We work seamlessly across practices, industries and jurisdictions with asset managers, private equity and venture capital firms, Fortune 500 and FTSE companies, major sports leagues, entertainment industry legends and other industry-redefining companies. We are proud of our many achievements across a full spectrum of transactional and contentious practices.
As the second-largest office globally, with 130+ lawyers and 200+ people in total, Proskauer’s London office offers an integrated platform supporting the full lifecycle of business needs for private capital and the sectors in which they invest. We have built a tightly integrated, high-performing team, working with the most active players in the market.
Proskauer is a pretty exciting place to be right now. We are laser-focused on maintaining the right balance of outstanding client service, culture and profitability—driving an energised, high-performance and inclusive culture and strengthening synergies among our service offerings to ensure we continually innovate to meet the needs of the markets we serve.
The combination of our best-in-class practices and the strength of our industry knowledge truly sets us apart. But our culture is our “special sauce.” Proskauer is distinguished by its vibrant, entrepreneurial spirit and supportive and collaborative culture. We are a people business, and our team is comprised of some of the brightest and most creative minds working together to drive success for our clients and ourselves.
The Role
We are actively seeking an experienced and dynamic events professional who exudes a passion for creating and executing innovative, best-in-class client and Firm events for Proskauer’s London office. You will be an integral member of our highly regarded global Events team and work closely with the Business Development and HR teams in London as well as other Client Development departments globally.
Key Responsibilities:
Working closely with our London Business Development team, plan and execute exceptional client and Firm events for the London office, as well as provide additional event support to our Paris office. This will include in-person, virtual and hybrid events and seminars, from proposal to completion.
Manage timelines and work closely with the Business Development team to assess the business value of each event and give guidance where appropriate.
Track and oversee Proskauer’s involvement in industry conferences and work with other Client Development teams to leverage the Firm’s involvement.
Communicate regularly with key stakeholders, including practice partners, and conduct post event evaluations and report on return on investment and best practice learnings in order to gain trust and better understanding of the event management process.
Oversee activities related to the production of events including drafting invitations and follow up mailers, scheduling pre-calls and tech runs, generating and distributing attendee reports, database entry and providing detailed post event follow up reports for distribution.
Coordinate and organise materials needed for event production including agenda topics/event programmes, invite lists, creative for assets and communication pieces for external promotion.
Manage pre-event research and oversee venue sourcing, supplier negotiation, event contracting, communicating pre-registration requirements, collaborating with AV for technical set-ups, gathering event materials and procurement of branded merchandise.
Provide on-site support for in-person events as required.
Maintain database of event venues, vendors and virtual resources for planning live and virtual events. Develop and maintain working relationships with industry venues, event contacts and vendors and ensure we have our “finger on the pulse” regarding new event spaces.
Administrative responsibilities include, pre-event compliance checks, vendor invoicing, CRM data entry, event logging and scheduling and overseeing merchandise stock and other printed marketing materials.
Participate in developing and contributing to best practices for the Events Team and Client Development Department. Stay abreast of new developments in the events industry and ensure events reflect the Firm’s reputation for excellence.
Key Requirements:
Bachelor’s degree preferred.
Minimum of three years’ experience in event planning.
Energetic, detailed-oriented and passionate about event marketing.
Strong knowledge of Microsoft Office and well versed in virtual platforms such as WebEx and Zoom. Knowledge of Vuture, InterAction, or other contact management database is preferred.
Comfortable with online tools for event production; Knowledge of BeaconLive and Cvent a plus.
Excellent verbal and written communication skills to confidently work with all levels of lawyers, senior management, clients, etc.
Strong influencing skills to ensure buy-in of senior stakeholders.
Exceptional organisational skills and the ability to multi-task, meet multiple tight deadlines and perform well under pressure.
Strong project management skills with the confidence to communicate key actions and deadlines promptly.
Willingness to work outside business hours when required (e.g.: breakfast seminars and client dinners).
Must be flexible and a team player who enjoys interacting with people and displays sound judgement.
Proskauer is an equal opportunity employer and is committed to providing a work environment that fosters diversity, inclusion, and equal opportunity without regard to race, color, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, citizenship, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.
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