Regional Events Coordinator

Join a team dedicated to delivering outstanding client service.

Cox & Palmer is a full-service, top-ranked Atlantic Canadian law firm with the knowledge and experience clients rely upon for solid legal solutions. The firm prides itself on a collegial work atmosphere and supportive team environment.

We hire self-motivated, team-minded individuals with a strong work ethic, integrity and a commitment to client service.

Role Overview

The Regional Events Coordinator is responsible for the day-to-day coordination of the firm's event and practice group initiatives across all offices. This position works closely with lawyers, practice groups, and internal teams in all four provinces to enhance business development initiatives and deliver exceptional client service to lawyers and clients.

Reporting to the Regional Marketing Manager, the Regional Events Coordinator will:

Event Management

• Coordinate the planning and execution from start to finish of top-tier client events, including seminars, receptions, private dinners, social gatherings, webinars, and sponsorship-related events.
• Support the planning and execution of internal firm events and conferences.
• Create and distribute event invitations and calendar appointments, and track attendance.
• Using best practices in event management, create and maintain key planning documents including workback schedules, run sheets, checklists and expense tracking.
• Coordinate the sourcing, ordering and/or creation of firm-branded promotional items and event materials.
• Create post-event reports.
• Provide on-site event coordination and support at events and webinars.
• Keep up to date on industry trends and best practices in event planning.

Sponsorships & Memberships

• Assist with corporate sponsorships, charitable donations, and community engagement initiatives.
• Assess and provide recommendations for sponsorship opportunities.
• Coordinate sponsor benefits including promotional assets, speaking opportunities and events.
• Ensure membership portals and websites are maintained and up to date. Work closely with the accounting team to ensure membership and sponsorship fees are tracked and processed.

Social Media and Website

• Work with the practice groups and lawyers, identify opportunities to post timely and accurate content to the firm's social media channels.
• Stay informed on social media trends and industry best practices.
• Make timely updates to the website as it relates to practice group activity.

Practice Groups & Business Development

• Provide support to the firm's regional practice groups, including administrative support, event coordination, sponsorship assessment and coordination, membership renewals and regular attendance at practice group meetings.
• Oversee the contact management process with lawyers to develop and maintain client mailing lists using the firm's ERM software.
• Provide support to the Request for Proposal process, including sourcing information, updating rates and compiling lawyer bios.

Other Requirements

• Provide administrative support to the Regional Marketing Department, including processing invoices and expenses, maintaining the department's event supplies and maintaining departmental files in an organized manner.
• Liaise with firm vendors, including caterers, florists, promotional suppliers and agencies.
• Ability to work outside of regular business hours as needed to support business and event requirements.
• Monitor emails after hours for potential issues or time-sensitive matters that require a timely response or escalation to the Regional Marketing Manager.
• Ability to perform light physical tasks including packaging promotional items, completing local errands and assisting the team with event materials setup.
• Some inter-office travel may be required.
• Other duties as required.

SKILLS & QUALIFICATIONS

• A University degree or diploma in marketing, communications/public relations, business, or a related field.
• Experience working in a law firm, professional services environment and/or advertising agency is considered an asset.
• 2-3 years of experience as a Marketing or Event Coordinator, or equivalent role.
• Proven experience in planning and executing small and large scale in-person and virtual events to the highest standard.
• Proficient with MS Office - Word, Excel, PowerPoint, Outlook, Teams.
• Experience with marketing tools including CRM, survey and email/invitation marketing software.
• Exceptional writing, editing and proofreading skills.
• Highly organized, multi-tasker with the ability to manage multiple deadlines.
• Strong problem-solving skills.
• Excellent interpersonal and client service skills.
• The ability to work both collaboratively and independently.
• Self-starter, resourceful, demonstrates initiative and strong work ethic.
• Exceptional attention to detail with a commitment to high-quality output.
• Ability to adapt easily to change and highly motivated to handle a fast-paced environment.
• Ability to perform light physical tasks including set up and tear down of events, preparing and shipping event materials, and completing local errands.
• Must possess a high level of professionalism.

This role offers a competitive compensation and benefits package, including:

• A generous paid vacation allowance.
• Three flex days per year.
• Paid sick days.
• Firm paid Health, Dental, and Life Insurance plans.
• Group retirement savings programs with employer matching contributions.
• Employee and Family Assistance Program.
• Annual personal spending allowance.
• Cell phone allowance.

Equity, Diversity & Inclusion
We understand the value that an equitable, diverse, and inclusive workplace brings to our people, our clients, and the communities we serve.

We welcome and encourage applications from persons who identify as women, visible minorities, Indigenous, persons with disabilities, members of the 2SLGBTQIA+ community/people with diverse gender identities and sexual orientations.

Applicants from these equity-priority groups may self-identify in their application.

In the course of the hiring process, candidates are entitled to seek necessary accommodations. We urge candidates who are invited for an interview and need specific accommodations to engage in a conversation with our recruitment team to explore how we can best support them during this process.