Marketing Events Assistant

With 11 offices across the United States, 450+ professionals and 350+ business professionals, Manatt, Phelps & Phillips, LLP (www.manatt.com) is a multidisciplinary, integrated national professional services firm known for quality and an extraordinary commitment to clients. The firm’s groundbreaking approach—bringing together legal services, advocacy and business strategy—differentiates Manatt from its competitors and positions the firm to provide a distinct and compelling value proposition.

An outstanding opportunity exists for a Marketing Events Assistant within our rapidly growing  Marketing, Business Development and Communications Team. The role is located in our Los Angeles office and will support business development, marketing and client-deliverable events across the country.

The Marketing Assistant will provide administrative and organizational support as a member of the Marketing Events Team. The assistant will team with the business development team members, office administration and our timekeeping professionals to effectively support participation in and logistics of events, sponsorships, webinars, tradeshows and internal retreats to ensure flawless execution and further the strategic goals of the firm. The Marketing Events Assistant will report to the Events Manager.

General Responsibilities:

• Provide administrative support as needed and assists with special projects as assigned.
• Maintain Salesforce database and master events calendar, including campaign (event) details, updating leads, final attendee lists, expenses and other details as needed.
• Assist with coordination of event logistics: timelines, communications, invitations, RSVPs, food and beverage, room setup, AV, handouts, off-site activities, giveaways, shipping and branding.
• Support on-site for assigned events; check in attendees, support set-up and tear-down, liaise with office administration, AV and facilities crews as needed.

Specific Responsibilities:

• Support scheduling of conference rooms for office-hosted events and internal team meetings through web-based tools, ordering any AV equipment and catering, arranging setup and cleanup with internal hospitality teams as necessary.
• Complete food, beverage and rental orders for office-hosted events with external caterers and vendors, plus arranges setup and cleanup with internal hospitality teams.
• Maintain and update invitation, registration and attendee lists in Salesforce and Excel, to ensure 100% accuracy. Prepare for distribution to business development team members, attorneys and staff members.
• Prepare check payments for vendors, including completing the appropriate forms, and coordinating charges and approvals with the business development teams, in a timely and efficient manner.
• Assist with the professional production of events through creation of registration materials, nametags, welcome and directional event signage, speakers’ nametags and tent cards, and event evaluations.
• Support tech as needed for Zoom webinars (advancing slides, etc.), deliver post-webinar wrap up, edit and send recordings, transcripts, chat logs, attendee lists, Q&A reports.
• Handle all administrative duties such as processing invoices and preparing shipments to events. Type routine correspondence, schedule appointments, coordinate meetings & team calendar.

Qualifications:

• Strong written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Highly organized with exceptional attention to detail.
• Excellent problem-solving skills and client service.
• Positive, can-do attitude and strong ability to work within a team. 
• Ability to work under pressure in a fast-paced environment with demanding individuals.
• Ability to juggle multiple projects and prioritize competing needs.
• Able to work in-office three days per week (Tuesday, Wednesday and Thursday) and more as needed; Ability to be flexible, with occasional long nights, early mornings and weekends as needed.
• BA/BS Degree and related experience required.

The base annual pay range for this role is between $52,000-$60,000. The base pay to be offered will vary and depend on skills and qualifications, experience, location and will also take into account internal equity.  A full range of medical, financial and/or other benefits dependent on the position will also be offered.

EEO/AA EMPLOYER/Veterans/Disabled

Manatt is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, physical or mental disability, religion, creed, national origin, citizenship status, ancestry, sex or gender (including gender identity, gender expression, status as a transgender or transsexual individual, pregnancy, childbirth, or related medical conditions), age (over 40), genetic information, past, current, or prospective service in the uniformed services, sexual orientation, political activity or affiliation, genetic or and any other protected classes or characteristic protected under applicable federal, state, or local law. Consistent with the American Disabilities Act, applicants may request accommodations needed to participate in the application process.

This employer will provide the Social Security Administration  (SSA) and, if necessary, the Department of Homeland Security  (DHS), with information from each new employee’s Form I-9 to confirm work authorization.

IMPORTANT: If the Government cannot confirm that you are authorized to work, this employer is required to provide you written instructions and an opportunity to contact SSA and/or DHS before taking  adverse action against you, including terminating your employment. 

Employers may not use E-Verify to pre-screen job applicants or  to re-verify current employees and may not limit or influence the  choice of documents presented for use on the Form I-9. In order to determine whether Form I-9 documentation is valid,  this employer uses E-Verify’s photo screening tool to match the photograph appearing on some permanent resident and employment authorization cards with the official U.S. Citizenship and Immigration Services’ (USCIS) photograph. If you believe that your employer has violated its responsibilities under this program or has discriminated against you during the verification process based upon your national origin or citizenship status, please call the Office of Special Counsel at 1-800-255-7688 (TDD: 1-800-237-2515).