Marketing Events and Meetings Coordinator (Hybrid)

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.

This position is based in our Miami office.

Description:

We are seeking a Marketing Events and Meetings Coordinator to serve as part of the Marketing Events Team. The Marketing Events and Meetings Coordinator will be responsible for assisting in the planning, coordination, and implementation of the firm’s internal and external meetings and events. This position offers a hybrid schedule, providing flexibility to work from home or the office. Currently, this role requires weekly in-office attendance, as well as participation in occasional team meetings, training sessions, and firm-sponsored events.  

Key Responsibilities Include:

• Work collaboratively and proactively with attorneys, marketing department, and outside vendors to plan and execute on and off-site events, meetings, receptions, and seminars

• Manage details and logistics associated with events and meetings including researching and locating venues; reviewing RFPs and site recommendations; negotiating contracts, food and beverage, audio visual; securing on-site room holds; developing invite; reviewing RSVP lists; coordinating speaker, guest, and VIP needs; etc.

• Serve as liaison with event vendors

• Manage production and compilation of event materials and handouts such as invitations, presentation packets, evaluation forms, name tags, signage, follow up mailings, and any last-minute requests

• Coordinate on-site event management and supervise support staff required for events

• Provide strategic and creative input when planning events with practice and area marketers; provide strategic follow up and debriefing after event

• Review and approve expense vouchers from meetings and events; ensure adherence to event and meeting budgets; confirm/secure budgetary approvals for all aspects of event expenditures; determine ROI and provide feedback on return based on final expenditures

• Moderate to heavy travel required (up to 50%)

• Other projects as assigned

Qualifications:

• Strong communication and organizational skills

• Attention to detail

• Strong problem-solving skills

• Excellent project management skills and capable of working well under pressure in a fast-paced, deadline-driven environment; ability to juggle multiple priorities

• Proficiency in Microsoft Office (Word, Excel, PowerPoint) required; experience using InterAction preferred

• Ability to prioritize projects

• Flexibility to work early mornings, late evenings, and weekends when necessary

• Strong sense of accountability and ownership of projects

• Ability to work both autonomously when executing local events and as part of a team on general strategy

• Minimum of 2-3 years events and meeting experience; law firm or other professional services experience preferred

Minimum Education:

• Minimum education: Bachelor’s degree required.  Advanced degree is a plus

Benefits: Our goal is to promote a work environment in which individuals have access to the resources they need to be their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being.

Below is a list of just some of the benefits we offer: comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners; life and AD&D insurance; short and long term disability insurance; tax-advantaged accounts for health care expenses, including FSAs and HSAs; FSAs for dependent care; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; pre-tax transit and parking program; backup dependent care; senior care planning support; resources for individuals with development disabilities and their caregivers; and paid holidays and other paid time off, including paid leave for new parents.

Benefits may vary by position and office.

Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law.

Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information Portal for Holland & Knight LLP’s privacy policies.