Regional Events Specialist

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

We invite you to explore the position below and to submit your application to join our team!

The Regional Events Specialist will design and execute single-day events, including external, client-facing events as well as internal, attorney and/or staff-facing events. As needed, the Regional Events Specialist will support occasional multi-day events across our practices and industry groups and will also support the Dallas office and Texas region.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Plan, budget, execute, and track all single-day firm events, including but not limited to dinners, happy hours, receptions, webinars and virtual events (e.g., external/client facing and internal/attorney facing). 

• As assigned by Regional Events Managers, directly support successful planning and execution of various components of large multi-day events, retreats, committee meetings, and internal meetings, including hotel sourcing, estimating travel stipends, attendee tracking, event registration, multi-day catering orders, off-site activities, on-site event support, and post event follow-up.

• Work directly with hotel vendors on meeting specific needs and requirements, including development and finalization of event space plans, any contractual needs, and vendor follow-up to ensure successful events.

• Maintain vendor relationships for large scale events, ensuring ongoing positive partnership with various types of vendors to support successful events.

• Review and negotiate event contract terms for assigned events, with Manager guidance and oversight as needed and required.

• Record and track firm tickets through TicketManager, a web-based ticket management software.

• Run virtual events and webinars through video communication platforms, On24 and Zoom.

• Create, maintain, and track events through InterAction, a client relationship management (CRM) database.

• Design, create, communicate, and track firm invitations through e-marketing software.

• Lead monthly collaboration meeting between team members, focused on development effective partnerships and providing opportunity for team members to collaborate and share ideas on how to deliver high-quality events for different needs, customer groups, and venues.

• Provide support and expertise of firm travel platforms.

• Maintain billing and accounts payable for events. 

• Manage department event deposits and invoices, ensuring timely submission and managing budget requirements for each event. 

• Provide support and expertise for all events as needed. 

• Update and maintain firm calendars, ensuring accuracy to support business needs. 

KNOWLEDGE, SKILLS AND ABILITIES: 

• Service‐oriented, collegial, and able to work effectively with lawyers, staff, and vendors at all professional levels to implement successful events.

• Ability to prioritize and complete multiple projects and/or simultaneous events with minimal supervision.

• Maintain confidentiality when handling matters for the firm and clients. 

• Effectively communicate ideas or positions in a clear, efficient manner in handling all event matters.

• Keen attention to detail and highly organized; able to effectively multi-task and prioritize projects while meeting all appropriate deadlines.

• Must be a problem solver and highly responsive.

• Adaptable to the everchanging events environment.

• Proficient with Microsoft Word, Excel, Outlook, and PowerPoint

• Travel required to support firm events (1 – 2 times per month, as needed).

EDUCATION AND/OR EXPERIENCE: 

• BA or BS from an accredited college or university 

• Minimum of five (5) years of experience in event planning.

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19. 

This position description is intended to describe the general content of and requirements for the performance of the job.  The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at privacy@troutman.com. 

Equal Employment Opportunity
Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.

Compensation is dependent on several factors, such as position, location, education, training, and/or experience.