Events Assistant

Ropes & Gray LLP is a leading global law firm recognized for its excellence in various legal practices. The Events Assistant role involves providing administrative support to the Events Team, managing event logistics, and ensuring effective coordination of both internal and client-facing events.

Responsibilities

• Provides day-to-day administration support to the Events Team, including scheduling meetings, managing the events calendar, in-office support and monitoring the Events Team mailbox for the US and London offices
• Assist team members with venue and vendor research (hotels, restaurants, caterers, florists, photographers, rentals, etc.)
• Assist with event preparation, including RSVP tracking, managing guest lists, preparing name badges, assembling event materials, and handling shipping logistics
• Maintain, organize and order Event Team supplies
• Assist with event tracking details and post-event reporting to better track ROI (final cost, attendance rates, etc.)
• Prepare event collateral such as nametags, seating cards, and tent cards and, help prepare branded materials, signage, and digital content to ensure consistency with the firm’s branding
• Maintain and organize departmental files, budgets, and expense reports with accuracy and discretion
• Proactively identify opportunities to improve Events Team processes, including technology, to support the team’s efficiency
• Proactively coordinates internal meetings with limited direction. Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate)

Skills

• College degree or equivalent
• Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications
• Strong organizational skills that reflect ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships with internal and external lawyers, staff and clients
• Expert communication skills: Possesses exceptional verbal and written communication skills adhering to proper business writing standards. Demonstrates a keen eye for detail in informal and formal communications
• Fosters open and frequent communication with teammates to ensure smooth and expeditious support the Events Team
• Proactive approach to problem-solving and strong decision-making capability
• Maintains strict confidentiality in all interactions
• Always maintains a positive and professional demeanor and attitude. Works effectively with other departments, seeking solutions to business problems. Demonstrates an intellectual curiosity and continuous drive to improve service
• Provides superior client service with internal and external clients displaying a proactive

Benefits

• Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members.
• The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture.
• In addition, this role is eligible for a discretionary bonus based on performance.
• This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.

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