Events Coordinator

About the role

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.

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 (CDE) and Events Team colleagues and other key stakeholders.
• 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 and promotional items in partnership with key stakeholders.
• 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.
• 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).
• Partner closely and effectively with other colleagues in Client Development & Engagement, Events, Marketing Technology, Communications 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.
• Carefully coordinate and execute Bay Area-based client holiday gifting program in partnership with the 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.
• Perform additional duties as needed.

Requirements

• 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 concurrently.
• Strong problem solving and analytical skills to make sound decisions, provide solutions or recommendations and escalate as appropriate.
• Able to interact well and build professional relationships through networking and collaboration while maintaining a high level of customer service, diplomacy, and discretion.
• Able to effectively communicate and engage with Partners, clients, colleagues and vendors as appropriate.
• Able to anticipate requests for information essential to meet internal and external client needs appropriate to role, providing exceptional customer service.
• Must have a positive, can-do attitude and professional demeanor and demonstrate team-player behavior.
• Ability to quickly develop organizational astuteness and understand the Firm’s culture, vision, policies and practices.
• Must be able to commute to primary office for in-office work a minimum of four days per week and as needed for event coverage.
• Ability to travel as needed, including between the Palo Alto and San Francisco offices.
• Proficiency in Microsoft Office programs and Adobe Suite.

Preferred Experience

• Demonstrated experience using a Client Relationship Management (CRM) system.

Education

• Required: Bachelor’s degree.

Salary Information

CA Only: The estimated base salary range for this position is $65,000 to $80,000 at the time of posting. The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.