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Virtual Meetings and Events Coordinator

2 months ago

Washington, United States Palmer Legal Staffing Full time

Under the general guidance of the Director of Training & Events, a D.C. Law Firm is seeking a Virtual meetings & Events Coordinator. The Virtual Meetings & Events Coordinator will be responsible for helping to organize the full lifecycle of the Firm’s 100-150 annual training programs to include planning, production, and execution for webinars, workshops, and on-site events as well as assisting with other client-related events. The Meetings & Events Coordinator also provides customer service to clients and attendees, facilitates virtual events via Zoom, and assists in departmental administrative duties. Hours are 9:00 am - 5:30 pm (overtime may be required). The role is hybrid.


Status: Direct Hire

Salary: Up to $75K DOE

*LOCAL CANDIDATES ONLY*


Duties and Responsibilities:

Serve as Event Lead for the planning and execution of event logistics, including:

  • Event timelines and checklists;
  • Create meetings and webinars in Zoom;
  • Track payments and follow up with unpaid registrants;
  • Speaker coordination and technical support;
  • Proofreading and producing PowerPoint slides, nametags, handouts, and other materials;
  • Ensure correct number of polls, enter into Zoom or other software, and track timing for CPE credit;
  • Moderate and facilitate virtual and hybrid events via Zoom, serving as in-person and on-camera event host and technical lead;
  • Continuing education credit coordination;
  • Set up meeting space and AV as needed;
  • Test AV equipment for assigned events;
  • Order food and beverage and review banquet event orders;
  • Room block management as needed;
  • Attendee communications, including registration/RSVPs, attendee dietary restrictions and special needs, and messaging on the training registration and learning management platform;
  • Send preliminary survey results to speakers within one business day; and
  • Post-event attendee follow-up.
  • Track event expenses during the planning process, and complete event summaries with final expenses within one week of event conclusion.
  • Maintain a detailed electronic filing system for all Training Department events.
  • Provide feedback and make recommendations for better efficiencies involving the meetings logistics and communication process; seek and suggest possible solutions in order to ensure effective outcomes.
  • Serve as lead and/or primary backup for event production.
  • Occasional travel to off-site events to provide meeting coordination assistance and serve as on-site virtual host may be required.

General Team Activities

  • Assist in maintaining, developing and leveraging Firm client/prospect mailing lists.
  • Coordinate the shipment of materials for off-site events and conferences.
  • Build courses in the LMS as needed.
  • Other duties as assigned.


Job Requirements:

  • Bachelor’s degree in Marketing, Business, Hospitality, or a related field required.
  • Minimum 2-4 years of event planning experience, preferably in professional services or associations.
  • Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) required.
  • Skilled in production of events using Zoom Meetings and Zoom Webinar or similar virtual meeting software required.
  • Ability to work independently as well as on a team.
  • Strong oral and written communication skills with proven track record interfacing with partners, clients, and other stakeholders.
  • Excellent attention to detail and ability to multitask.
  • Exhibits grace under pressure.
  • Ability to multi-task in a fast-paced environment with shifting priorities and deadlines.
  • Reside in the Washington, DC, metro area and be willing to be in the office a minimum of four days per week.


How To Apply: Please respond with your resume for consideration. We welcome all candidates that meet the REQUIRED qualifications with recent relevant experience. Palmer Legal Staffing is an equal opportunity employer.

About Us: Palmer is an award winning staffing agency offering direct hire, temp-to-hire, and temporary placements for administrative, management, executive, legal and more. We represent more than 500 of the finest law firms and legal departments in the D.C. area.

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