Williams Mullen is seeking an energetic, organized and creative individual to join our team as the Marketing & Event Assistant. This position provides support to the marketing and business development team in all aspects of event planning and coordination. This individual will assist with all client-facing events hosted or sponsored by the firm such as teleconferences, webinars, seminars, and other events, including the development and production of marketing materials, event deliverables, catering and all on-site logistics. As the organizational hub of the team, this role requires self-motivation, a commitment to teamwork, the ability to meet deadlines, and detailed follow-through.

Job Functions:

• Supports the planning of client facing events by securing meeting space, calendaring the event in Outlook, and communicating set-up instructions including audio visual requirements, catering, and room configuration.
• Coordinates digital marketing to support events including creating and distributing email invitations, website posts, reminders and follow up emails, and RSVP management and reporting.
• Assists with the production of additional events-related documents and items including signage, booklets, formatting PPT presentations, spreadsheets, nametags, sponsorship needs and promotional items.
• Supports the production of in-person events by assisting with registration setup, receiving catering, greeting guests, providing instructions, and assisting with event breakdown.
• Supports the preparation and production of virtual events through knowledge of all technical platforms (Zoom, WebEx, and Teams) and assisting as needed prior to and during the event.
• Supports event promotion by updating website content, creating event-specific pages, and implementing back-end changes on a Drupal-based CMS to ensure accurate and timely information.
• Researches and corresponds with venues for internal and external networking events (retreats, happy hours, and dinners/lunches).
• Maintains marketing events calendar and ensures it works well with facilities’ events calendar across all offices.
• Assists with season ticket distribution to multiple regional entertainment venues by tracking requests, approvals and distributing tickets.
• Coordinate and support podcast production, including scheduling guests, recording sessions, editing audio content, and distributing episodes across platforms.
• Updates and maintains marketing materials, including practice group descriptions, collateral, bios, client alerts, reprints and other materials as needed.
• Retrieves and edits documents and templates via the firm’s proposal generator tool to support the firm’s business development efforts by assisting team members with proposals and RFP responses.
• Assists with promotional item inventory and distribution to attorneys and/or clients.
• Supports social media efforts.
• Provides support relating to budgeting and expenses, including processing invoices, reconciling expenses, and other tasks as directed.
• Assists with coordinating and scheduling internal meetings via Outlook as needed.
• Collaborates with other marketing, business development, communications, and graphics team members on tasks, projects, and initiatives.

Qualifications

• Bachelor’s degree or equivalent experience required.
• Requires 1-2 years event planning experience and administrative marketing experience in a law firm or similar professional services organization.
• Ability to work in a fast-paced environment while managing multiple projects.
• Effective communication skills, both in person and via telephone or email, including correspondence with firm clients.
• Ability to build rapport with attorneys/staff, including listening carefully to requests and asking questions when necessary.
• Excellent organizational skills with particular attention to detail.
• Complies with and understands firm operations, policies, and procedures.
• Proficiency with Outlook, MS Word, Excel, and PowerPoint, Adobe inDesign; knowledge of Drupal content management system for website updates a plus.
• Flexibility to work additional hours, including early mornings and evenings, as necessary.

Williams Mullen is an equal opportunity employer committed to a culturally diverse workforce. All qualified applicants will receive consideration for employment without regard to age, race (including characteristics commonly associate with race, including hairstyle), color, ethnicity, national origin, religion, creed, medical condition including pregnancy and childbirth, disability, genetic information, gender identity and expression, marriage or parental status, sexual orientation or Veteran’s status.