Manager, Special Events

POSITION SUMMARY

Porzio, Bromberg & Newman, P.C. ("Porzio"), is a highly-respected, well-established and expanding law firm with two subsidiary companies and offices in NJ, NY, MA, DE, PA, and San Juan, Puerto Rico. Porzio is looking for a dynamic and experienced individual to assume the role of Manager, Special Events. This position is responsible for planning and executing firmwide event planning and production both internally and externally across our footprint of offices. Specifically, the Manager, Special Events organizes logistics of various sized events including branded and co-branded programs, business development functions, client entertainment, networking and appreciation events; practice and sector group events and other events tied to key firm strategic initiatives.

 The position performs all responsibilities with a commitment to providing “white glove service” to the firm’s attorneys and professional staff, as well as firm clients, prospects and business partners. This position reports to the Chief Marketing & Business Development Officer and works in tandem with the Director of Business Development & Marketing, the Manager, Marketing Strategy, Business Development Managers and the Marketing Technology Manager to ensure events further Porzio's brand recognition and advances efforts to strengthen and expand the firm’s client base and increase revenue generation through effective marketing strategies. 

ESSENTIAL FUNCTIONS

• Serve as project manager in the deployment of marketing and client-facing events hosted / sponsored by the Firm and ancillary business, such as teleconferences, webinars, seminars, and other events, including the development and production of marketing materials and on-site logistics.
• Manage and oversee a robust conference calendar to maximize benefits and practice area exposure. 
• Serve as the liaison for hosted or third-party events, along with being the public face of the firm to external organization(s), securing all details, arranging for catering and audio-visual needs, and ensuring appropriate set-up and break-down. 
• Lead client event execution, including the planning of event logistics, budgeting, on-site support, and materials management including the coordination of event deliverables such as email invitation campaign, PPT clean up, relevant printed / PDF handouts, web updates, social media, marketing, signage, continuing education forms and promotional items. 
• Collaborate with internal support staff to ensure coordination of conference room scheduling and room setup services including audio-conferencing, and audio-visual equipment, drink and food setup. 
• Conduct rehearsals as needed and event day production including monitoring and managing break out rooms and virtual waiting rooms, assist with features such as screen sharing, recording, Q&A, polling, muting, and technical troubleshooting.
• Host prep calls with the speakers to ensure their audio, video, background, Internet bandwidth, etc. meet specifications and advising them on how to optimize their presentation experience.
• Assess the results of events and provide recommendations for future modifications seeking to improve client experience and firm efficiency (labor, time, and costs). 
• Manage relationships with outside vendors and negotiate contracts with outside vendors and venues to ensure favorable terms for the firm. 
• Monitor the standards of accreditation organizations (CLE, SHRM, HRCI, CPE, CFP, and CTFA, among others) to ensure that seminars and webinars are accredited accordingly, and information filed promptly; including any changes made to standards. 
• Work with department and firm leadership to plan and execute annual Principal's offsite retreat including, contract negotiations, venue selection, programming, entertainment and related event management responsibilities. 
• Actively facilitate and contribute to best practices sharing with colleagues around the firm.
• Assist with day-to-day written and visual communication for internal and external audiences.
• Assist with planning of creating and disseminating email and direct mail campaigns using targeted lists and adhering to best practices and legal requirements. 
• Support internal marketing communication projects including the Intranet.
• Other duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

• Bachelor’s Degree, preferably in event management, communications, marketing or a similar field.
• Minimum five (5) years of event planning experience, preferably in a law firm or other professional services setting.
• Strong knowledge of and experience in integrated marketing plan development and execution.

• Solid project management skills.
• Excellent interpersonal and communication skills with a professional demeanor. 
• Ability to lead initiatives and work with other staff members within the department and beyond as well as gain buy-in from attorneys.

• Ability to work under tight deadlines and manage multiple projects while prioritizing assignments and adapting quickly to change in a fast-paced, deadline-driven environment.
• Ability to handle and maintain confidential information.
• Ability to travel up to 25% of the year.  This travel will include visits to our various offices as well as attending events and conferences as needed. 
• Ability to work flexible hours, including after regular business hours and on weekends.
• Ability to work independently and under own direction and initiative.
• Proficient in the following systems/applications:
  1. Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams);
  2. Event planning and attendance platforms;
  3. Web content management systems and social media platforms including, but not limited to, LinkedIn, Twitter and Facebook.
• Must be an excellent problem solver with strong attention to detail.

WHAT WILL YOUR DAY LOOK LIKE? 

As the Manager, Special Events, you will serve as a lead team member responsible for planning, coordinating and executing an event including invite creation, list management, venue sourcing, menu selection, vendor selection and management. You will collaborate with event stakeholders (attorneys, marketing managers and the business development team) to coordinate internal and external events including dinners and receptions. You will work closely with internal teams to plan and execute events that meet expectations for client appreciation and/or recognition. 

 Additionally, you will create invitations, build registration pages and microsites, manage attendee lists and profiles, create reports, and update and maintain data pre- and post-event. You will coordinate and order promotional items, speaker gifts and marketing items. You will develop relationships with vendors and industry professionals, and ensure events are delivered on time and on budget. You will travel as needed for on-site event execution.

Porzio Bromberg & Newman, P.C. is an equal opportunity employer – women and minorities are encouraged to apply.