Events Coordinator

Simpson Thacher & Bartlett LLP is one of the world’s leading international law firms. The Firm was established in 1884 and has approximately 2,000 lawyers. Headquartered in New York with offices in Beijing, Boston, Brussels, Hong Kong, Houston, London, Los Angeles, Luxembourg, Palo Alto, San Francisco, São Paulo, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.

Job Summary

The Events Coordinator is responsible for supporting the Firm’s initiatives by executing high-quality and engaging events and other assignments while providing outstanding client service in a fast-paced environment. This role reports into the Director, Administration and supports multiple departments, ensuring that the Firm’s high standard of excellence is met.

Essential Job Duties & Responsibilities

• Organize, coordinate and support execution of Firm-sponsored events, with a focus on regional events, of all sizes and formats, from planning and development to execution and post-event follow-up, working in collaboration with Client Development & Engagement and Legal Recruiting colleagues and other key stakeholders. These events can include, but are not limited to, practice group events, office events, partner events, recruiting events and various client-related events.

• Coordinate and provide logistical event support including, but not limited to, venue and vendor research, site inspections, invitation design, development of invitation lists and mailings, menu selection, décor, staffing, promotional items, etc. in partnership with key stakeholders.

• Serve as liaison between Office of General Counsel, internal stakeholders and third parties to ensure seamless contracting process for venues, caterers and other vendors and suppliers by maintaining version control, monitoring deadlines, requesting status updates and ensuring all parties’ requests are clearly communicated and thoroughly reviewed.

• Establish and cultivate relationships with restaurants, caterers, hotels and other events-related service providers.

• Keep abreast of new restaurant openings as well as restaurant closings and any changes in ratings.

• Track expenses and approvals during planning process, review and process invoices and assist with post-event reconciliation and ROI to ensure events remain in line with budget provided by event stakeholders.

• Work with key stakeholders to execute event protocol, ensuring an exceptional standard of delivery, service and attention to detail.

• Research ways to optimize the event planning process (e.g., leveraging new event technology, identifying ways to improve attendee experience, analyzing event success, determining creative and cost-effective approaches, etc.)

• Partner closely and effectively with other colleagues in Client Development & Engagement, Legal Talent, Procurement and Administration to monitor progress of each event to ensure checkpoints and objectives are achieved.

• Maintain and ensure the integrity of the Firm’s CRM by adding and updating event-related information.

• Coordinate and execute Los Angeles-based client holiday gifting program in partnership with the Director of Administration and West Coast CDE and Events teams, including supporting selection and sourcing of thoughtful gifts consistent with Firm standards; ensuring timely ordering and delivery, accounting for West Coast timelines and holiday shipping deadlines; coordinating internally to avoid duplicate gifting and ensure a seamless experience across teams; and logging all gifts and recipients for internal tracking, compliance and CRM purposes.

• Support other Firm initiatives as needed.

• Work with stakeholders in other departments and in other offices, as needed.

• Perform additional duties as needed.

Education

Required

• Bachelor’s degree

Preferred

• Major in Advertising, Marketing, Communications, Public Relations, Hospitality or related field

Skills and Experience

Required

• 2+ years of relevant events management experience.

• Excellent written and oral communications skills.

• Excellent planning, time management and organizational skills.

• Ability to work independently and collaboratively in a demanding environment.

• Strong attention to detail and self-motivated to produce accurate, timely and complete work product.

• Strong project management skills, initiative and the ability to manage multiple projects concurren