Events & Programs Specialist

Position: Events & Programs Specialist
FLSA: Non-exempt
Reports To: Business Development & Marketing Manager
Hours: Full-time; work is normally performed between 9 am to 5 pm (35-hour week)
S ummary: Barack Ferrazzano Kirschbaum & Nagelberg LLP (BFKN), a premier mid-sized Chicago-based law firm established in 1984, is seeking to add to its growing Business Development & Marketing team, by hiring an individual dedicated to the support of firmwide internal and external events and programs.
This role will report to the Business Development & Marketing Manager and will work closely with attorneys, staff members, the business development & marketing, and attorney development & recruiting departments to support the internal and external events and programs needs of the firm.
The ideal candidate will be highly motivated, independent, resourceful, and feel empowered to establish relationships within the firm to facilitate and streamline the event planning process and build relationships with vendors and other resources outside the firm.
We offer a collaborative environment, a competitive salary, and excellent benefits package.
DUTIES AND RESPONSIBILITIES:
Internal Events & Programs

• Support internal training programs by coordinating logistics, compiling materials, disseminating program information to attendees, tracking attendance, and distributing completion certificates
• Assist with the continuing legal education (CLE) process for obtaining credit for our attorneys and clients
• Work with Business Development & Marketing and Attorney Development teams to maintain a comprehensive calendar of firm training programs and events
• Assist with researching and proposing speakers and training programs that would be beneficial and well-received by our attorneys
• Assist and support all aspects of planning and coordinating all firmwide internal events (ex: firmwide gatherings, practice group programming, and events/programs driven by the firm's Diversity, Equity & Inclusion Committee ("DEI Committee"), Pro Bono Committee and/or BFKN Foundation, etc.)

External Events & Programs

• Assist Business Development & Marketing department with coordinating, planning, and executing client events, including negotiating contracts with event vendors
• Assist Business Development & Marketing department with coordinating, planning, and executing attorney/practice group retreats and meetings held externally
• Lead the planning for external firmwide seasonal events (holiday party, end of summer party, practice group holiday events, etc.)
• Lead the planning for external programs related to DEI Committee initiatives (ex: Diversity Training, Women Lawyers Events, etc.)
• Support the BFKN Foundation and firm's partnership with external charitable organizations and events associated with such
• Develop and maintain relationships with firm's external vendors for events and programs
• Guide and support the full life cycle of events, from initial brainstorming to venue/vendor selection, to contract negotiations, to internal deadlines, through execution of the event and post-event needs (such as submitting expenses and reimbursements)
• Coordinate the deliverables (swag items, firm materials, shipping/set up, etc.) for firm sponsored external events and programs
• Other duties as assigned and necessary

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Bachelor's degree required
• Three to five years of events/programs experience in a law firm and/or professional services firm preferred
• Strong proficiency in using Word, Excel, PowerPoint, Outlook, Teams and Zoom programs required
• Familiarity with CLE rules, recordkeeping and reporting requirements, including familiarity with learning management systems, CLE tracking systems; Micron CE Manager and On24 technology experience a plus
• Must be proactive, have good judgment, and demonstrate attention to detail; must have excellent organizational and follow-up skills
• Able to handle multiple responsibilities simultaneously and manage deadlines without prompting or reminders
• Excellent verbal and written communication skills with the ability to effectively communicate with various stakeholders at the firm and outside of the firm

WORKING CONDITIONS AND PHYSICAL EFFORT:

• Work is normally performed in a typical office work environment.
• Overtime occasionally available and occasionally required to meet deadlines as needed.
• Limited physical effort required and very limited exposure to physical risk.

Disclaimer:
Incumbents must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
This job description in no way states or implies that these are the only duties to which will be required in this position. The Firm reserves the right to change or assign other duties to this position (within guidelines and compliance with Federal and State Laws). Continued employment remains on an "at-will" basis.