Description

Summary
 

The Client Events Specialist plays a critical role in helping Parker Poe build and deepen relationships with clients, prospects, referral sources, and community partners. This position works closely with attorneys and colleagues across the Marketing & Business Development Department to plan and execute client-facing events in person and virtually, as well as manage sponsorships and promotional items. This role is ideal for a person with a blend of hospitality and project management experience who enjoys collaborating with others in a fast-paced environment, using technology to improve event planning and follow-up, and creating memorable client experiences.

Primary Duties and Responsibilities

Events

• Plans and executes high-quality client-facing events, including webinars, in-person seminars, networking receptions, client entertainment events, sporting events, and other relationship-building programs.
• Partners with Business Development Team and attorneys to ensure client-facing events support practice, industry, office, and client-development goals, with appropriate follow-up, reporting, and measurement of results.
• Represents the firm at in-person and virtual events, interacts professionally with clients and other guests, and anticipates and mitigates issues with minimal disruption.
• Manages email invitation, RSVP, attendee tracking, and post-event data processes through the firm’s CRM and email marketing platforms (Intapp DealCloud and Dispatch).
• Maintains accurate, high-quality event data, contact records, and activity in the firm’s CRM to support reporting, outreach, and business development efforts.
• Prepares and distributes run-of-show documents, final details, attendee reports, and other event materials to internal stakeholders in advance of events.
• Researches potential event locations, conducts site visits, evaluates vendors and suppliers, and finalizes agreements that support polished and memorable client experiences.
• Coordinates in-person event logistics, including venue selection, catering, decor, entertainment, transportation, audio-visual needs, registration, name tags, signage, tickets, guest lists, special guests, staffing, branded tablecloths, promotional materials, and on-site execution.
• Coordinates webinar logistics, including setup and execution through GoToWebinar or similar platforms, and partners with IT and attorneys to support audio-visual needs, presenter preparation, testing, and day-of troubleshooting.
• Manages ticket distribution and tracking for sports, entertainment, and other ticketed client events, including attorney assignments, client guest lists, delivery of tickets, usage tracking, and related follow-up.
• Coordinates with the graphic designer and others on the Marketing Team to develop event invitations, event materials, signage, and other branded communications.
• Works with the Marketing Team to promote events through the firm's social media channels.
• Works with the Marketing Technology & Innovation Manager to use artificial intelligence (AI) and other technology tools to increase efficiency, refine event processes, and improve results.
• Maintains and updates event calendars and related internal tracking tools to ensure visibility into upcoming events, deadlines, and responsibilities.
• Prepares post-event reports, including attendance, engagement, costs, lessons learned, and recommended follow-up and future improvements.
  

Sponsorships

• Works with attorneys and Business Development Team to develop, implement, and measure best practices for sponsorship opportunities.
• Helps evaluate sponsorship opportunities based on the firm’s goals, audience, benefits, budget, relationship with the organization, and potential return on investment.
• Helps determine the appropriate sponsorship level for identified organizations, associations, conferences, and community or industry events.
• Manages sponsorship request forms and supports the related approval process in coordination with Business Development Team and attorneys.
• Coordinates sponsorship benefits and deliverables, including logo placement, advertising, signage, registrations, marketing materials, branded promotional materials, speaking opportunities, event arrangements, and on-site support.
• Negotiates sponsorship benefits when appropriate to help ensure a strong partnership between the firm and the organization.
  

Promotional Items

• Manages the inventory, procurement, production, and distribution of firm-branded promotional materials, ensuring items align with brand guidelines, budget expectations, and event needs.

Overarching Job Duties

• Acts as an ambassador of the firm at all times and projects a positive reflection of Parker Poe and the Marketing & Business Development Department.
• Maintains confidentiality and adheres to all firm policies, procedures, standards, and guidelines.
• Performs additional duties as assigned by the Marketing Director and/or Chief Marketing & Business Development Officer.
  

Requirements

• Minimum of five years of event management experience; experience in a law firm or other professional services environment preferred. Bachelor’s degree preferred.
• Certified Meeting Professional (CMP) or Certified Special Events Professional (CSEP) certification a plus.
• Demonstrated project management skills, with an eye toward refining and improving processes.
• Client-service mindset reflecting best practices in hospitality, responsiveness, professionalism, and a commitment to finding solutions.
• Strong technology acumen, including experience with CRM, email marketing, and webinar platforms.
• Excellent time management skills, including the ability to prioritize work, meet deadlines, execute tasks, and maintain composure in a fast-paced environment.
• Superb attention to detail.
• Sound judgment in managing budgets and firm resources in a prudent and fiscally responsible manner.
• Excellent verbal and written communication skills.
• Ability to work evenings and overtime based on event schedules, as well as a few weekends a year.
• Ability to travel as needed.
• Proficiency with Microsoft 365 applications.