Assistant Director of Firmwide Events & Sponsorships

Assistant Director of Firmwide Events & Sponsorships Department: Marketing & Practice Development Employee type: Permanent Working designation for the role: Hybrid Full time Location: Hours of work per week: 40 Position Summary The Assistant Director of Firmwide Events & Sponsorships is responsible for leading the strategic planning, execution, and operational management of the firm's U.S.-based events, sponsorships, and large-scale firmwide programs. Reporting to the Global Senior Director of Marketing and Communications, this role oversees a team responsible for regional events and sponsorship execution across all U.S. offices, as well as a dedicated Major Events team managing marquee client, alumni, partner, and firmwide events.. The Assistant Director will lead a team of eight professionals, including six direct reports, and will serve as a key partner to Marketing & Business Development leadership, firm management, attorneys, and administrative leadership to deliver sophisticated, high-impact experiences that strengthen client relationships, reinforce firm culture, and elevate the firm's brand. The role is responsible for advancing a strategic, service-oriented operating model for the Events & Sponsorships team and modernizing event operations through standardized production practices, strategic vendor management, event technology, automation, data analytics, and AI-enabled tools. Job Duties and Responsibilities Strategic Leadership & Team Management Lead and develop the firm's U.S. Events and Sponsorship team, including six direct reports and an overall team of eight professionals, establishing clear team goals, service standards, workflows, and operational efficiencies. Set the strategic direction and professional tone for the firm's global events function, including establishing firmwide standards, processes, policies, and presentation practices that apply across all offices and regions. Oversee the execution of all U.S.-based geographic events and sponsorship initiatives across the firm's offices and direct the firm's Major Events function, including large-scale client events, alumni programs, firmwide conferences and retreats, executive leadership meetings, and the firm's annual Partner Retreat. Partner closely with senior leadership, Marketing & Business Development leadership, office leadership, and attorneys to align event strategy with firm priorities and client development goals. Lead the planning and execution of sophisticated multi-day, in-person, virtual, and hybrid events from concept through completion. Oversee event strategy, production standards, attendee experience, budgeting, logistics, communications, and post-event analysis. Ensure consistency and excellence across all firm events while allowing for regional market customization where appropriate. Manage event timelines, vendor coordination, registration systems, audiovisual production, catering, room setups, transportation, signage, and on-site execution. Oversee invitation strategy, RSVP management, and attendee engagement using CRM and event technology platforms. Analyze event outcomes and provide strategic recommendations for continuous improvement and ROI optimization. Ability to travel as needed for firm events and meetings. AI, Technology & Innovation Leadership Lead the evaluation, implementation, and optimization of AI-enabled event technologies and automation tools to improve event planning, attendee engagement, operational efficiency, and post-event reporting. Identify opportunities to leverage AI for attendee personalization, invitation targeting, RSVP forecasting, engagement analytics, sponsorship ROI analysis, post-event follow-up, and content generation. Partner with Marketing Technology, CRM, Business Development, and IT teams to integrate event systems with firmwide platforms and data strategies. Modernize event operations through automation, dashboards, workflow optimization, real-time reporting, and scalable processes that reduce manual work and improve consistency. Evaluate emerging technologies and industry best practices to continuously enhance the firm's event strategy and guest experience. Strategic Priorities & Transformation Mandate The Associate Director will play a critical leadership role in modernizing and scaling the firm's event operations infrastructure across all U.S. offices and major firmwide programs. Build a Strategic Vendor & Procurement Model Partner with administrative leadership and key stakeholders to establish firmwide preferred vendor relationships and negotiated agreements across core event categories, including hotels, restaurants, transportation providers, audiovisual and production vendors, event technology providers, and promotional merchandise suppliers. Transition the firm away from an inconsistent, city-by-city procurement model and toward a centralized strategic sourcing approach that fully leverages the purchasing power of a $1.5B+ global organization. Reduce overall event costs while improving consistency, service quality, and operational scalability. Standardize Firmwide Event Production & Brand Experience Establish and maintain firmwide event production and service standards that create a consistent, high-quality brand and attendee experience while allowing for appropriate regional and market customization. Develop scalable production standards and guidance addressing event design, room and stage presentation, signage, collateral, audiovisual requirements, event flow, attendee experience, and other key production elements. Lead a strategic, service-oriented operating model in which the Events & Sponsorships team serves as a proactive, accountable, and full-service partner to attorneys, Business Development professionals, and firm leadership. Establish service expectations and measures of success focused on quality, responsiveness, consistency, proactive leadership, and stakeholder experience. Budget & Financial Management Develop and oversee event sponsorship budgets across multiple offices and practice groups. Ensure fiscal responsibility and effective allocation of resources while maintaining exceptional event quality. Monitor vendor spend, event ROI, sponsorship effectiveness, and budget forecasting. Identify opportunities for operational efficiencies and cost savings. 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 required. Experience 10+ years of progressive event management and leadership experience, preferably within a law firm, professional services, or corporate environment. Skills Significant experience managing large-scale, multi-day executive and client events with complex logistics and high-profile stakeholders. Proven leadership experience managing high-performing teams in a fast-paced environment. Strong vendor negotiation and contract management experience. Experience leveraging AI-enabled platforms, event technologies, automation tools, CRM systems, and data analytics within a professional services or corporate environment. Demonstrated ability to lead operational transformation initiatives through technology and process innovation. Exceptional project management, organizational, and communication skills. Strong executive presence and ability to interact effectively with senior leadership and attorneys. Experience managing large budgets and multiple concurrent priorities. Experienced managing complex, high-visibility events. Skilled at building scalable processes and infrastructure. Data-driven and focused on measurable business impact. Calm under pressure and solutions-focused. Detail-oriented while maintaining a big-picture perspective. Passionate about delivering exceptional client and firm experiences. Other Supervisory Responsibilities Directly manages a team of professionals. Equipment to be Used Personal computer and other office equipment such as telephone, calculator, copier, scanner, etc. Essential Job Functions Ability to sit or stand for extended periods and perform tasks requiring prolonged and/or extensive computer use. Ability to use computers, telecommunications, and digital collaboration tools to perform core job responsibilities. Ability to communicate effectively. Ability to maintain attention to detail while analyzing complex information, managing multiple priorities, and applying sound judgment to [strategic] decisions. Travel for meetings and training as required. Ability to work extended hours as required to meet project, client, or business needs. Flexibility to adjust working hours, including early start times occasionally, to support collaboration with international stakeholders in EMEA. Working Conditions This role is classified as hybrid, meaning that you will be required to work in the office four (4) days per week. Occasionally called upon to work hours in excess of your normal daily schedule. Health savings & flexible spending accounts Paid time off & holidays Life & disability coverage Mental health support Family-building support Parental leave programs Back-up child care Voluntary benefit options Benefits are subject to the terms and conditions of the applicable plan documents and governing law. Eligibility may vary based on employee classification, work location, FTE status, length of service, and other applicable criteria. #J-18808-Ljbffr Reed Smith LLP.