The Event Specialist is responsible for coordinating and executing client-facing and internal firm events that support Chartwell Law's business development, marketing, and employee engagement objectives. This role manages all aspects of event logistics, including venue selection, vendor coordination, sponsorship fulfillment, travel administration, registration tracking, budget monitoring, and post-event reporting. Working closely with attorneys, firm leadership, marketing team members, and external vendors, the Event Specialist ensures events are executed professionally, on budget, and aligned with the firm's brand and strategic goals. The position also manages event-related data within the firm's CRM and marketing platforms, evaluates event performance and return on investment, and develops processes and best practices that improve efficiency, consistency, and event outcomes across the firm.
Primary Job Duties:
- Coordinate the implementation of client-facing events, including conferences, networking events, client trips, etc.
- Coordinate the implementation of internal firm events, including holiday and summer parties, firm retreats, and special events. Collaborate with internal departments—Marketing, Business Development, Facilities, IT, Legal, Procurement, Accounting, and others as appropriate—to execute events.
- Research, evaluate, and recommend venues, catering, décor, entertainment, promotional materials, and other event-related vendors and services.
- Maintain relationships with external vendors and identify new vendors when necessary.
- Coordinate contract reviews to confirm accuracy, payment schedules, and vendor deadlines. Maintain records for compliance, approvals, and event documentation.
- Manage sponsorship benefits, including registration lists, attendee management, booth requirements, sponsorship deliverables, material shipping, setup, and dismantle logistics.
- Manage the marketing events calendar and track key dates, deadlines, sponsorship obligations, and event milestones.
- Work with Content Specialist to create event invitations, reminder emails, registration communications, follow-up messages, and personal outreach emails to clients.
- Work with Marketing Specialist to develop event graphics for social media posts and to publish attorney speaking opportunities on the firm’s website.
- Maintain event records within the firm's CRM and marketing databases, including RSVP status and follow-up activity.
- Manage Uber account and administration page for Navan travel program.
- Track and report on event ROI, including attendance, client participation, leads generated, follow-up activities, and business development outcomes.
- Track expenses and reconcile invoices for approval.
- Ability and willingness to travel to events to provide logistical support.
- Manage multiple projects simultaneously while maintaining attention to detail, meeting deadlines, and identifying opportunities to improve processes, efficiency, event quality, and measurable outcomes.
- Develop, document, and maintain event planning procedures, efficiencies, and best practices to support consistent execution across all events.
Key Competencies:
- Communicating - Legal Professionals provide the information required by others in a concise, direct, and unambiguous way. They perceive how the message affects the receiver and strive to ensure that the receiver clearly understands the specifics and function of the message.
- Conflict Management - Legal Professionals address problems openly and objectively and bring substantial conflicts and disagreements into the open with the intention of resolving issues in an unemotional and constructive manner.
- Professionalism - Legal Professionals set high standards and serve as role models for work performance, ethical conduct, and respect for others. They consistently conduct themselves in a manner consistent with generally accepted moral principles and values and within the guidelines and best practices of their profession.
- Planning & Priority Setting - Legal Professionals identify priorities and develop detailed action plans that include objectives, accountabilities, time frames, standards, review stages, and contingencies.
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. Duties, responsibilities and activities may change at any time with or without notice.
This position may be designated as remote, hybrid, or fully in-office, depending on the needs of the role, office location, and Firm requirements.
