Event Planning Manager

Cooley is seeking a Event Planning Manager to join the Marketing and Business Development team.

Position summary: The Event Planning Manager will manage all aspects of external events, from planning and development to execution and post-event follow-up, in collaboration with the events team, lawyers and other support departments. In addition, the Event Planning Manager will manage and oversee daily administrative operations of the direct reports. Specific duties and responsibilities include, but are not limited to, the following:

Position responsibilities:

• Plan, organize and implement marketing events hosted and/or sponsored by Cooley, ensuring exceptional attendee experiences and maximum ROI
• Serve as the primary point of contact leading each assigned event
• Represent Cooley on-site at events, as necessary
• Manage virtual events using Zoom
• Collaborate with Marketing and Business Development team members on event strategy/goals and materials
• Determine creative, cost-effective approaches for all events and provide detailed implementation proposals to event team members or attorneys
• Research all aspects of events (venues, timing, housing, catering, transportation, registration, entertainment, decoration, billing, communications/invitations, RSVPs, room blocks, name badges, food and beverage, room set-up, speakers, AV, production and handouts, off-site activities, giveaways, shipping, branding, etc.) according to internal client needs, including price comparison and site inspections
• Research, solicit proposals from, and conduct site visits and inspections of potential event properties, including hotels and resorts, restaurants, bar/lounges, and special event spaces. Prepare visual presentations and/or cost-comparison spreadsheets of venue recommendations, as requested
• Negotiate contracts for venues, caterers, and other vendors and suppliers, working closely with the firm's internal contract review team to ensure compliance
• Conduct post-event evaluations, including client and participant satisfaction and ROI
• Create and manage budgets of varying sizes, tracking and demonstrating ROI
• Work in collaboration with various Cooley departments (i.e., Technology, Facilities, Catering) to execute events
• Establish event design and staging (i.e., media needs, lighting, audio-visual) and event agenda (i.e., speaker order, breaks, meals) as well as shipping of event materials if off-site
• Use Salesforce to run reports, manage lists, and track RSVPs, attendance, follow-up, etc.
• Provide planning and RSVP updates, Salesforce "who-knows-whom" reports and identify appropriate event follow-up activities to maximize business development potential
• Develop and manage event timelines, communicating deadlines and assignments to marketing business professionals and consultants, as necessary
• Work with in-house design business professionals to develop creative and compelling event themes
• Work with in-house communications team to develop social media and PR/press plans to leverage and promote relevant events
• Utilize data from past events to enact changes to improve future results
• Build and maintain an international network of other event planners and third-party resources
• Manage relationships with trade organizations, conference organizers and other third-party partners
• Function as main point of contact between Cooley and these relationships
• Ensure relevant events are posted to the firm's website, internal calendar, etc.
• Implement best practices, policies and workflow procedures to ensure the efficient and effective execution of all events
• Work with in-house digital marketing team to build and send invitations and other collateral with the firm's email marketing system (Pardot). Run reports, track distribution, etc.
• Manage and assign tasks to on-site business professionals, which may include other members of the marketing department, other Cooley business professionals, or vendors/consultants
• Work with organizations that approve CLE, CDP, and other professional education credits for course accreditation
• Serve as direct supervisor and mentor to direct reports
• Provide day-to-day supervision of direct reports, ensure compliance with assigned work hours and monitor for compliance with all firm and department policies. Manage staffing coverage, review and process time logs/time off requests
• Support business professional development and continued educational opportunities
• In collaboration with immediate supervisor and CN HR, participate in hiring, performance appraisals, counseling, termination and other employee lifecycle events
• All other duties as assigned or required

Skills and experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Ability to work extended and/or weekend hours, as required
• Ability to travel, as required
• 5+ years of event management experience
• Experience running virtual events; highly proficient in Zoom

Preferred:

• Bachelor's degree with preference of business, communication, marketing or related field
• Experience in planning multiple high-level, logistically complicated events simultaneously
• Experience with vendor contract negotiations, particularly hotels and catering
• Familiarity with legal services provided by a full-service corporate law firm and needs/expectations of their clients
• Supervisory experience

Competencies:

• Highly capable and able to work closely and collaboratively within a team
• Excellent verbal/written/interpersonal communication skills in various situations (small/large group, one-on-one)

• Ability to work well with others and develop professional relationships with department members, attorneys and vendors to inspire their trust and confidence
• Self-motivator with high energy level and enthusiasm towards activities and goals
• Ability to work well under pressure within a deadline-driven environment
• Excellent organizational skills & detail-oriented while multi-tasking

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EOE.

The expected annual pay range for this position with a full-time schedule is $115,000 - $145,000. Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.