Events Specialist/Sr. Specialist

Job Description

Job Description

Incisive. Inclusive. Invested. We’re Axinn.

Experienced, tenacious, and always trial-ready, we are committed to understanding complex legal challenges that impact the future of our clients' businesses, globally.

Focusing on antitrust, intellectual property, and high-stakes litigation, our extensive teams in the U.S. possess deep knowledge and client-side experience across a range of sectors, including technology, healthcare, life sciences, and consumer products.

At Axinn, inclusivity is central to who we are. We have a purpose that goes beyond profit, which includes fostering a fair, welcoming workplace and supporting the communities where we live and work. We actively recognize talent and promote opportunities for all team members. By embracing the unique experiences and perspectives of our people, we fuel creativity and deliver results for our clients.

The Events Specialist will lead, manage, and execute client-facing and internal events supporting the Firm's business development goals and initiatives. Reporting to the Senior Marketing Operations Manager, the Events Specialist will be responsible for the planning and execution of high-touch and high-profile client development events and activities on-site and off-site, virtual and in-person, including Firm-hosted and sponsored webinars, seminars, conferences, recruiting opportunities, social and networking events, key internal Firm events and special projects. The Events Specialist will support the Firm and all stakeholders to develop a best practice approach to event management in coordination with the MBD team, to effectively implement and measure event promotion, production, logistics, client experience, and follow up activities.

Responsibilities and Duties:

• Fluently use our marketing platforms (ERM, CRM, webinar platforms) to oversee the creation and sending of save-the-dates/invitations and correspondence for social and content-facing events in-person, virtually, or hybrid
• Responsible for researching, sourcing and negotiating and contracting venues, entertainment and vendors/suppliers
• Project manage by developing and communicating timelines, budgets and event details for live events such as the menu, décor, entertainment, photography, videography, ticketing, gifting, transportation/car service, security, arranging special accommodations and hiring staff and outside consultants
• Oversee the lifecycle of events from start to finish, including oversight of all logistics for virtual and in-person events, including on-site event management, scheduling and running tech rehearsals, and manage the post-event follow-up, including all invoicing/payments, preparing estimated budgets and final cost reports, tracking attendance, drafting follow-up correspondence, logging activities and tracking client and lawyer feedback
• Plan events in conjunction with sponsorships and outside organizations (i.e., American Bar Association(ABA), American Conference Institute, Informa, GCR, and IAM)
• Manage virtual webcasts and conferences, including coordinating with virtual conference organizers; creating and sending invitations and email communications; scheduling and running the technical rehearsals and in-person event, confirmations and post-event follow-up; and coordinating Continuing Legal Education (CLE) letters and certificates with our CLE professional
• Coordinate with our COO and General Counsel's Office to ensure all vendors/suppliers' contracts and payments are managed appropriately and the Firm receives the best level of service
• Be creative and stay up to date on new venues, vendors, event trends, locations and resources
• Understand the Firm's market offerings, practice areas and target business market
• Partner and provide oversight to outside event consultants handling events for the Firm
• Assist and/or lead the implementation of logistics to achieve event objectives by establishing goals, responsibilities and budgets in advance and setting up formal pre- and post-event analysis, including final attendance numbers, budget summaries and client and attorney feedback
• Work alongside MBD team and other internal departments to ensure stakeholders are kept up to date with event progress; ensure that event budgets are managed and tracked, and goals and objectives are met for each event.
• Manage, establish and communicate event budget details
• Ensure that client contact information is properly stored in our systems, where appropriate
• Manage and oversee the production of events materials where applicable
• Strong understanding of virtual events including technology and systems; ability to recommend best practices for virtual and give strong guidance for virtual events
• Act as an ambassador of the Firm and its core values at all times
• Travel to event locations and Firm offices as needed to provide event support
• Other duties as assigned

Education, Experience, and Skills Required:

• BA/BS degree in marketing, communications or business strongly desired
• 3−5 years of experience in a law firm or professional services firm
• Excellent interpersonal and communication skills, both verbal and written
• Outstanding project management skills and a team player with the ability to handle a variety of tasks simultaneously and manage multiple projects while prioritizing assignments
• Ability to build rapport with attorneys, professional staff, and vendors
• Strong organizational skills with great attention to detail
• Excellent writing, editing and proofreading skills
• Self-motivated, with the ability to lead and work independently within a team environment
• Event experience in New York, DC or other major cities; knowledgeable of venues and vendors
• Experience with Microsoft Teams, Google Workspace, and CRM systems preferred
• Strong computer skills, including web-based research and proficiency in MS Word, PowerPoint, Excel, and various document management tools. Ability to learn and use new software quickly.
• General knowledge of office equipment and tools

Benefits

At Axinn, we offer market competitive wages and generous benefit options to our valued employees. This includes, but is not limited to, the following:

• Competitive starting pay and annual discretionary bonus and raise eligibility
• Generous paid time off benefits (vacation, personal days, holidays, and sick leave)
• Firm paid short and long-term disability, plus life and accident insurance
• 401(k) Profit Sharing Plan and Cash Balance Retirement Plan with generous employer contributions (please ask for further details re: eligibility requirements)
• Comprehensive medical, dental, and vision insurance options
• Flexible spending and health savings accounts (medical plan dependent)
• Firm paid comprehensive Employee Assistance Program (EAP)
• Student loan refinancing discounts
• Fitness/Gym dues reimbursement program
• Hybrid remote work schedules are available for most employees (per current policy, in-office presence is required at least 3-days per week and fully remote roles are not available)

Position Details

This is a full-time, benefits eligible, exempt level position. Final rate of pay will be commensurate with the incumbent’s experience, with a targeted hiring range of $80,000 – $130,000 annually (the upper range reserved for highly qualified applicants). This position is currently available in our NY and DC office locations.

Axinn is an equal employment opportunity employer and is committed to creating an environment that draws upon the strength of the diversity of its workforce to achieve excellence in the Firm's field and beyond