events/trial site logistics coordinator

Job DescriptionJob Description

The Events & Trial Site Logistics Coordinator is a dual role, handling trial logistics and events projects based on the Firm’s needs.  This position requires travel for site inspections and on-site support during the set-up and breakdown of the trial site, as well as for the duration of trial.  MUST have law firm or financial services events experience. 

RESPONSIBILITIES

TRIAL LOGISTICS

• Researches vendors in the city where trials will be held;
• Assists with all logistics coordination, including vendors, supplies, hotels, catering and transportation;
• Generates floor plans and prepares logistics documentation for distribution to trial team;
• Coordinates and acquires COIs for buildings; schedules installation and deliveries; and oversees vendor arrivals and departures;
• Collaborates with lawyers and paralegals as well as other administrative internal departments;
• Travels for site visits, trial site set-up and breakdown and remains onsite for the duration of trial;
• Communicates and collaborates with vendors;
• Provides logistical support while at court;
• Anticipates and proactively addresses logistical challenges to ensure a seamless experience;

EVENTS

• Collaborates with the Events team on the planning and execution of both large and small events including site selection, contract negotiation, menu selection, design of invitation, RSVPs, list management, onsite staffing, transportation and follow-up;
• Uses project management skills and tools, such as timelines, budget worksheets, agendas and event schedules, to define and communicate event parameters and ensure that defined procedures are implemented to ensure flawless execution;
• Provides ongoing support including drafting of event communications, organizing data, files, and materials, compiling information, preparing routine and ad-hoc reports, and responding to requests for assistance;
• Acts as expert Cvent user and works with Events Assistants to ensure Cvent data is complete and accurate, running reports as needed;
• Researches site venues and vendors, makes in-person connections, maintains venue/vendor files and contact details;
• Generates and assigns event related materials such as name tags, place cards, menus and other event materials; and
• Performs other duties as assigned.

Company DescriptionTop 10 firm, strong reputation for excellence and growthCompany DescriptionTop 10 firm, strong reputation for excellence and growth]]>