Events Coordinator
King & Spalding, a leading global law firm, seeks an Events Coordinator, based in London, to assist in planning and executing multifaceted internal and external meetings, conferences, and networking events, while working closely alongside Marketing Department colleagues and key event stakeholders.
The ideal candidate will have a minimum of two years’ relevant meeting planning experience, preferably at a law firm or other professional services firm.
Candidates will have the following responsibilities:
- Event Intake: Review event brief materials and documentation relating to assigned event invitation requests, ensure adherence to global brand standards and swift turn around.
- Delegate Management: Assist with set up of event registration, compile weekly reports of attendee RSVP status utilizing event software to ensure accuracy, reconciliation of payments (if applicable), and a timely resolution of all client inquiries.
- Logistics: Assist with planning and executing all event logistics including liaising with internal/external vendors for food & beverage, production, giveaways, etc., while adhering to planning timeline, brand standards and budget constraints. Participate in event intake calls to collect details about the event objectives, documenting event deliverables and ensuring efficient project management of assigned events. Provide on-site event coordination support as needed.
- Event Deliverables: Coordinate production of on-site event deliverables, i.e. name badges, tent cards, signage, and printing CLE forms & surveys, menu cards, place cards as well as packing and shipping of all materials.
- Administrative Tasks: Monitor and update event calendar; maintain event budgets and process all invoices in a timely manner; reconciling expenses related to events through the firm system; assist with budget tracking and reporting.
- Keep up to date on industry topics and trends, excellent venue knowledge – maintained by research and visiting venues where required.
- Assist with other tasks as assigned.
Candidates must possess exemplary interpersonal skills, strong communication skills, both verbally and in writing, excellent attention to detail, capability to self-start, the ability to work both collaboratively as part of a team as well as independently in a fast-paced, high-volume environment, and the ability to incorporate feedback into their performance. Candidates must possess an ability to build relationships and trust with event stakeholders as well as with global suppliers and vendors. Due to the highly sensitive nature of many of our matters, the candidate must be able to be discreet and maintain confidentiality. Judgement and problem-solving skills to resolve unanticipated challenges are required. The candidate must be able to demonstrate calm under pressure at all times. Ideal candidates will have knowledge of the hospitality industry, and experience with contract negotiations, creating RFP’s and project management. Bachelor's degree or higher preferred. Candidates must be proficient in Microsoft Office and database management; experience with Dynamics and Vuture is preferred.
We are proud of our remarkably cohesive culture, which now encompasses more than 2,300 lawyers and business professionals in 24 offices worldwide. We seek to attract and develop the very best talent to work with us.
King & Spalding International LLP (K&S) is committed to providing equal employment opportunity to all applicants and employees in full compliance with all laws prohibiting discrimination on the basis of race, colour, religion, sex, sexual orientation, gender identity, national origin, genetic information, age, disability or any other status protected by applicable law.