Marketing & Events Coordinator

Department: Marketing

Location: Rochester, NY

Classification: Exempt

Job Type: Full-time, M-F, 8am- 5 PM

Reports to: Director of Marketing & Business Development

Company Overview:

Woods Oviatt Gilman, LLP is a leading and reputable full-service law firm dedicated to providing exceptional legal services to our clients. With a team of highly skilled and experienced attorneys, we strive to deliver comprehensive and effective solutions to meet the diverse needs of our clients. Our headquarters is in Rochester, NY with additional offices in Albany and Buffalo, NY.

Summary:

The Marketing & Events Coordinator will provide essential administrative and tactical support across a range of marketing functions, including event coordination, sponsorships, attorney requests, social media scheduling, and updates to firm materials. This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment and takes a proactive, solutions-oriented approach to their work. The Coordinator will collaborate closely with the Director of Marketing & Business Development and the Manager to ensure marketing initiatives are executed efficiently and professionally. The successful candidate will be a resourceful self-starter who takes ownership of responsibilities, exercises sound judgment, and confidently troubleshoots challenges to keep projects moving forward with minimal oversight.

Key Responsibilities:

Event Coordination:

• Support logistics for firm events, including invitations, RSVPs, catering, vendor management, signage, and day-of coordination.
• Help manage internal calendar of marketing events and attorney participation.
• Coordinate event follow-up communications and reporting.

Sponsorship & Advertising Support:

• Assist in gathering and submitting materials for firm sponsorships and ad placements.
• Track deliverables, deadlines, and ensure internal stakeholders are informed and aligned.

Content & Digital Coordination:

• Support the upkeep of attorney bios, headshots, and credentials on the website.
• Help schedule social media posts and monitor for engagement trends.
• Work with the team on internal distribution of firm content and updates.

Administrative & Departmental Support:

• Provide general administrative support such as meeting scheduling, project tracking, and filing.
• Assist with client milestones (anniversaries, achievements) including mailing cards or gifts.
• Maintain lists, forms, and records including basic CRM entry and reporting (as adopted).

Education and Experience:

• Bachelor’s degree preferred; relevant associate degree or administrative experience required.
• 2–3 years of experience in a marketing or administrative support role; professional services or law firm setting a plus.
• Proficiency in Microsoft Office; experience with Constant Contact, Canva, or WordPress a plus. Any CRM tool experience is also preferred.

Knowledge/Skills/Abilities:

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proactive self-starter who takes ownership and works independently with minimal oversight.
• Strong problem-solving skills and sound judgment, with the ability to troubleshoot issues independently.

Work Environment:

Work primarily in a climate controlled indoor office environment with minimal safety/health hazard potential. This role operates in an office environment with rare exposure to airborne dust, moderate noise levels and seasonal environmental conditions for heating/cooling.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Employee is regularly required to stand, walk, use hands/fingers to type, hold, handle, or feel; and reach with hands and arms.
• Regularly required to talk or hear.
• Prolonged periods of sitting at a desk and working on a computer.
• The employee must occasionally lift and/or move up to 20 pounds.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. This is a snapshot of the core functions and responsibilities. All inquiries will be handled with the utmost confidentiality. The compensation range for this position is $50,000- $60,000 annually, representing our good faith and reasonable estimate of the potential compensation at the time of posting. Actual compensation will be determined based on various factors, including the candidate's qualifications, experience, skill set, and office location.

Woods Oviatt Gilman LLP is an Equal Opportunity Employer. We value an open mind, dedication to work, and a collaborative spirit. We hire based on these qualities, a job’s requirements, our business needs, and an applicant’s qualifications. We do not tolerate discrimination or harassment of any kind—in the hiring process or in the workplace. We comply with the ADA and consider reasonable accommodation measures that may be necessary for eligible applicants/employees to perform essential functions. We participate in E-Verify. We will provide the federal government with employees’ Form I-9 information to confirm authorization to work in the U.S. We will only use E-Verify once an employee has accepted a job offer and completed Form I-9.