Senior Coordinator of Events & Sponsorship (Hybrid Schedule)

Position summary The Senior Coordinator of Events & Sponsorships, Chicago & Pittsburgh is on the front lines of the Marketing & Communications Department and serves as the primary point of contact for the planning and execution of firm events and sponsorship activities. This role supports initiatives driven by firm leadership, Marketing, and Business Development, including firmwide events, locally executed programs, and sponsorship activations that support the firm's branding and client development efforts. This position is responsible for coordinating and executing event production and sponsorship initiatives, with direct responsibility for event budgets, expense tracking, and cost control. As the firm's events and sponsorship contact, the individual must be visible, approachable, flexible, and proactive, working closely with attorneys, marketing colleagues, vendors, and external partners. The Senior Coordinator of Events & Sponsorships, Chicago & Pittsburgh should demonstrate strong organizational skills, attention to detail, and an understanding of how events and sponsorships support the firm's business, client, and community engagement activities. Job duties and responsibilities The Senior Coordinator of Events & Sponsorships, Chicago & Pittsburgh is responsible for planning, executing, and evaluating firmwide, client-facing, and internal events, ensuring alignment with the firm's marketing and business development objectives. Event planning & execution Plan and execute major firmwide events, including the annual Partner Conference and Partner Retreat. Manage multi-day in-person, virtual, and hybrid events from inception through completion. Partner with senior leadership, marketing, business development, and program leads to gather requirements and align events with firm strategy. Maintain event timelines, planning calendars, and deliverables to ensure events remain on track. Analyze event outcomes and attendee feedback; develop recommendations for continuous improvement. Sponsorships & external partnerships Coordinate sponsorship opportunities and maintain relationships with key partners, vendors, and external organizations. Support contract negotiation and ensure fulfillment of sponsorship commitments. Budgeting, financial & administrative management Develop and manage event budgets; monitor expenses and ensure compliance with firm policies. Process check requests, track expenses, reconcile costs, and support post-event financial reporting. Manage administrative tasks related to events, including shipping, packing, scanning, filing, and recordkeeping. Event operations & logistics Conduct venue research and site selection; coordinate contracts, hotel accommodations, and banquet arrangements. Manage vendors for venues, catering, audiovisual services, décor, and logistics. Oversee registration systems, invitation design and distribution, RSVP tracking, and attendee communications. Manage mobile meeting apps, event materials, nametags, signage, and onsite logistics. Provide travel coordination and onsite event support, including occasional evening and weekend assignments. Cross-functional collaboration Collaborate with internal departments including IT, Learning & Development, Firmwide Videoconferencing, CRM, Travel, Accounting, Office Services, Hospitality, Knowledge Management, CLE staff, and Marketing. Support client-facing webinars and external events in partnership with the Events and Marketing teams. Systems, processes & resources Utilize and maintain event management systems, CRM tools, registration platforms, firm calendaring tools, and conference room scheduling systems. Assist with building event campaigns within the firm's event management platform. Maintain event resources, including planning tools, templates, vendor contacts, manuals, and best practices. Identify opportunities for process improvements and workflow efficiencies. Communications & quality control Proofread all event-related communications and collateral to ensure accuracy, clarity, and brand consistency. Deliver a high level of customer service to internal stakeholders, clients, and external partners. Additional responsibilities Serve as a resource to the Office Managing Partners in Chicago & Pittsburgh to elevate the firm's local market profile through targeted events, sponsorships, and community engagement initiatives, while partnering closely to plan and manage the local events and sponsorship budget in alignment with firm priorities. Coordinate client entertainment such as receptions, dinners, and cultural or sporting events, sometimes on short notice. Support the Chief Marketing Officer and Marketing Directors on special projects and initiatives as assigned. Perform other duties as assigned by senior marketing leadership. 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, Communications, Hospitality, or related field. Experience: 5+ years of experience in event management, preferably in a professional services environment. Skills: Proven leadership and team management experience. Excellent organizational, communication, and negotiation skills. Demonstrated strategic thinking skills, with the ability to assess complex information, identify opportunities, and develop solutions aligned with organizational goals. Strong budgeting and financial acumen, with experience managing budgets, monitoring spend, and making data-informed financial decisions. Effective vendor and stakeholder management skills, including the ability to build productive relationships, manage expectations, and oversee external partners. Exceptional attention to detail, with the ability to ensure accuracy, consistency, and compliance across work products and processes. Strong written and verbal communication skills, with the ability to convey information clearly and professionally to a variety of audiences. Proficiency in event technology platforms and CRM tools. 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: Ability to sit or stand for extended periods and perform tasks requiring prolonged and/or extensive computer use. Use computers, telecommunications, and digital collaboration tools to perform core job responsibilities. Ability to communicate effectively. In-office work as required to meet business or project needs. Travel for meetings and training as required. Ability to work extended hours as required to meet project, client, or business needs. Ability to concentrate for extended periods, apply critical thinking to assigned tasks, and take appropriate action in a fast-paced environment. Working conditions: You will be required to work in the office at minimum 4 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. This is a non-exempt position. The hourly wage range for this role is $50.00 to $56.04, with an estimated annual compensation range of $91,000 - $102,000 based on expected hours. Employee benefits overview Our comprehensive benefits package includes: 401(k) Retirement Plan Medical Insurance Health Savings Account (HSA) Virtual Health Services Dental Insurance Vision Insurance Accident Insurance Hospital Indemnity Insurance Critical Illness Insurance Life Insurance Short-Term Disability Coverage Long-Term Disability Coverage Flexible Spending Accounts (FSA) Lyra Health Employee Assistance Program (EAP) Paid Family Leave (for eligible Exempt and Non-Exempt staff) Transportation Benefit Back-up Child Care Services College Coach Program Pet Insurance Paid Sick Time (for Exempt staff) Paid Time Off (available to all full-time, non-temporary employees) 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 with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process. Qualified candidates only. No search firms.