Marketing Events Specialist, Webinars and Suites

JOB TITLE: Marketing Events Specialist, Webinars and Suites FLSA STATUS: Non-Exempt SCHEDULE: M-F, 37.5 hrs./week LOCATION: Kansas City, MO; Nashville, TN; or Washington, DC REPORTS TO: Marketing Events Manager

POSITION SUMMARY

Under general supervision, the Marketing Events Specialist is responsible for leading the planning, coordination, and on-going optimization of firm-hosted webinars, small in-person events/dinners, and the firm’s sports and entertainment ticket program. This role supports program strategy, ensures consistent execution across office, and drives continuous improvement through data tracking and process enhancements. The Specialist partners closely with attorneys, Client Development, and Marketing leadership to deliver high-quality client experiences and provide insights to improve the effectiveness of event and ticket initiatives.

COMPENSATION

At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $35.00 and $42.00.

PRIMARY RESPONSIBILITIES

Coordinate webinar planning by coordinating format, platform setup, scheduling, and alignment with established business development goals. Partner with attorneys and Client Development teams by preparing materials and coordinating webinar logistics to support effective content delivery and audience engagement. Track and maintain budget planning activities by summarizing data, tracking expenses, and coordinating with stakeholders across multiple offices. Ensures webinars follow established continuing education (CLE) and regulatory requirements by applying defined guidelines and processes. Ensures seamless end-to-end webinar execution, by managing timelines, deliverables, and logistics to ensure consistency and quality. Prepare and organize materials, logistics, and timelines in coordination with internal team members. Monitors live webinar delivery, proactively identifying and resolving standard technical or logistical issues; escalates complex or high-impact concerns to ensure uninterrupted execution. Support the firm’s ticket program by coordinating allocations, maintaining usage records, and following established guidelines. Partner with attorneys and team members to coordinate small, non-sponsorship, in-person client events, such as sports suites, networking events, or larger dinners, including venue selection, menu coordination, drafting invitations, and swag items. Track ticket inventory, assist with renewals, and coordinate with vendors as directed. Participate in vendor coordination by gathering options, comparing proposals, and organizing information for stakeholder review in alignment with event objectives and budget guidelines. Contribute to decision-making by compiling information, organizing and summarizing options, and identifying trade-offs for team consideration. Balance competing priorities across multiple event timelines, and stakeholder needs to support timely execution. Assess webinar performance, attendance, and engagement data with compiling reports using standardized templates. Monitor event and ticket spend against plan and maintain accurate financial records. Assist with identifying usage trends and areas for improved efficiency based on data tracking. Maintain documentation, processes, and templates for webinars and ticket coordination. Resolve routine issues using established guidelines and elevate more complex matters as needed. Support special projects and high-volume event periods as needed.

QUALIFICATIONS & SKILLS

Education: Bachelor's degree in Marketing, Business Administration, or a related field required. Professional Experience: Minimum of 3+ years in marketing, events, or business development (professional services preferred). Experience coordinating and executing webinars or virtual events, including platforms setup, logistics and live execution. Experience coordinating end-to-end event activities, including planning, logistics, execution, and post-event support. Experience working with cross-functional teams and stakeholders across multiple offices or locations. Project & Events Planning: Strong project management and organizational skills with experience in managing multiple events or initiatives simultaneously in a fast-paced environment. Demonstrated ability to prioritize competing demands, manage multiple projects concurrently, and meet deadlines in a fast-paced environment. Ability to follow established guidelines and procedures, including compliance requirements such as CLE or other regulatory standards. Communication & Interpersonal: Strong communication and interpersonal skills, with the ability to clearly convey information and build effective working relationships. Demonstrated ability to work independently while contributing effectively in a collaborative team environment. Event Expense Tracking: Demonstrated experience with tracking budgets and preparing financial summaries to support event decision-making. Strong negotiation skills to support vendor discussions and maintain adherence to event budgets. Analytical & Problem Solving: Strong analytical skills with ability to compile and summarize event data, prepare standardized reports and translate into actionable insights. Creative thinking and problem-solving skills with ability to address issues in real time and elevate when appropriate. Technical Skills: Proficiency in event technology platforms (e.g., Cvent, Swoogo), virtual platforms (e.g., Zoom, Microsoft Teams), and email marketing tools. Proficiency in Microsoft Office. Demonstrated technical aptitude with the ability to quickly learn and adapt to new systems and technologies. Travel: 5-10% travel to events and other Spencer Fane offices required.

PHYSICAL REQUIREMENTS

Physical Requirements: Position is generally sedentary in nature; involves sitting most of the time but may involve walking or standing for brief periods of time. Ability to lift and carry materials weighing up to 25 lbs. on an occasional basis, such as event supplies or promotional materials. Mobility: Ability to attend in person meetings or events as needed, which may require occasional standing or walking. Ability to reach, lift, climb, balance, stoop and crouch required. Communication: Ability to efficiently communicate. Visual: Ability to see and read PC screens, detect color coding, read fine print, and/or normal type size print.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. #J-18808-Ljbffr Spencer Fane LLP