Events Specialist

6 months ago

Toronto, Canada WeirFoulds LLP Full time

A firm is only as good as its people and at WeirFoulds we are committed to hiring top legal talent. We encourage you to join our team if you are a self-starter who shares our passion for exceptional client service, entrepreneurialism, client development, as well as the building and strengthening of client relationships.

Our friendly, collaborative and inclusive culture, means WeirFoulds is not only a great place to work, but a great place to develop and thrive as a professional. We support and nurture our team by consistently providing opportunities for career development and progression, enabling you to fulfil your potential and ultimately, shape the future of our firm.
- CONTACT INFORMATION:
Amita Bhika
Director, Human Resources
647.715.3502

**Events Specialist**

Role Summary

The Events Specialist will work as an internal collaborative business partner and resource to the Firm’s lawyers and Business Services departments. The events portfolio includes conferences and sponsorships, client seminars and receptions, webinars/virtual events, some internal programming events, maintenance of marketing database, sports portfolio management and other tasks and projects as needed.

Key Responsibilities
- Plans, implements, and executes all aspects of onsite and offsite Firm events. Specific responsibilities include:

- Administration/planning: Maintaining Firm calendar of events, coordination of weekly events meetings with internal stakeholders, event proposals, budget tracking, work-back schedules, website event postings, create and deploy event invitations, reminders, confirmations, and post event communications and analyses. Processing of marketing invoices and reconciling department credit card.
- Executing event logistics end-to-end: Assist with planning calls, liaising with lawyers/speakers on deliverables, managing invitation lists, organizing and confirming catering, AV, space configuration, signage, rentals, entertainment and staffing, regular monitoring of events inbox, workback schedules and associated actions.
- On-site event management: Coordinating the creation and packaging of nametags, registration, in-room support, ensuring presenters are prepared, liaising with internal/venue staff and webcast providers, etc.
- Tickets: Managing the distribution and tracking of sporting tickets, liaising with sports and entertainment facilities on planning suite nights for client development (Scotiabank Arena and Rogers Centre).
- Sponsorships/conferences: Assisting with all sponsorship/conference deliverables including the assembly of materials for industry conferences and tradeshows, lawyer speaking engagements and Firm sponsorships, and other administrative tasks including securing venues, packaging profiles, Firm branding and practice group materials.
- Using the CRM (InterAction) and communications software to ensure the streamlined sending of event communications.
- Supporting and executing, on an ad hoc basis, the Business Development and Marketing requests of select Practice Groups and corresponding lawyers.

Required Skills & Qualifications:

- University or college degree in business, events, marketing, or a related discipline.
- Minimum 2+ years event planning experience. Preferably in a law firm or professional services environment.
- Competency using automated event software preferred.
- CRM system experience is preferred.
- Experience using Zoom and MS Teams is an asset.
- Understanding of business development and marketing best practices within professional services.
- Highly collaborative, self-starter who proactively engages with stakeholders.
- Excellent time management and organizational skills with the ability to manage competing priorities and demanding stakeholders.
- Ability to work independently, while also being an integrated and cooperative member of a the broader Marketing and Business Development Department.
- Makes sound and timely decisions in alignment with the Firm’s strategic goals.
- Strong attention to detail with advanced communication skills both verbal and writing skills.
- Excellent working knowledge of Microsoft Office (Word, Excel, PowerPoint, etc.).
- Basic working knowledge of graphic design software (e.g. Adobe, InDesign, Illustrator, Photoshop) would be an asset.
- Willingness and availability to work flexible hours as required. Events can take place outside normal working hours and occasionally on weekends.

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