Events Coordinator

Just a few of the reasons you might love working for Holland & Hart LLP

• Meaningful, high-impact work supporting events and experiences
• Collaborative, positive team culture that values creativity and precision
• Hybrid schedule offering both in-office connection and flexibility
• Clear opportunities for professional growth
• Competitive compensation and a robust benefits package
• Generous paid time off and firm holidays to recharge and enjoy life outside of work

Keep reading to learn even more about this position and our team

General Purpose:

The Event Coordinator, under supervision of the Event Manager, supports the planning, logistics, and execution of the firm's events, including client programs, conferences, sponsorships, and internal retreats and initiatives.  Working closely with the Event Manager, this role ensures that all events are delivered seamlessly, professionally, and in alignment with the firm's brand and strategic objectives.

Essential Duties/Responsibilities:

Event Support:

• Collaborate with the Event Manager to plan and deliver in-person, virtual, and hybrid events, such as client receptions, conferences, sponsorship events, and retreats that reflect firm priorities and brand standards.
• Coordinate logistics such as venue research and booking, catering, Audio Visual and technology set-up and coordination, guest lists, registration, event materials, and on-site event support.
• Utilize Cvent and other event technology platforms to manage requests and develop event apps, coordinating communications, and content to support a seamless event experience.
• Partner with the Communications and Creative teams to prepare event materials such as invitations, signage, and name badges, ensuring brand consistency throughout.
• Manage the distribution of invitations, track RSVPs, and maintain accurate and organized event data within Cvent and CRM systems.
• Maintain organized and accessible event files and project timelines to track key details, provide status updates, and ensure clear communication across all stages of planning.
• Support post-event processes including compiling feedback, reconciling budgets, preparing recaps, and coordinating attorney and marketing follow-up.
• Track event metrics and identify opportunities to improve efficiency and attendee engagement.
• Provide proactive communication and operational support to the Event Manager to ensure consistent execution and successful outcomes for all firm events.
• Demonstrate accountability and follow-through by maintaining timely updates, clear communication, and ownership of assigned tasks from start to completion.
• Research and stay current on venues, vendors, and emerging event trends to provide the Event Manager with detailed, creative recommendations that enhance the attendee experience and support informed planning decisions.

Branded Giveaways and Gifting:

• Oversee the selection, ordering, and distribution of branded giveaways and client gifts to support events, sponsorships, and relationship-building initiatives, ensuring accurate tracking and inventory control to maintain appropriate stock levels.
• Research vendors and maintain relationships to ensure high-quality, brand-aligned products that reflect firm standards.
• Develop and manage processes for gifting requests across the firm, ensuring consistency, cost-effectiveness, and timely delivery.
• Track inventory, expenses, and budgets related to promotional items and gifting, and ensure all invoices are processed accurately and on time.

Operational Support and Collaboration:

• Track event budgets, expenses, and vendor invoices and assist with budget monitoring and reconciliation, including vendor card use and travel expense reporting.
• Maintain the events calendar and ensure accurate and up to date reporting of event details within Cvent, CRM and /other databases.
• Compile post-event feedback and summarize key outcomes to inform future planning and continuous improvement.
• Partner with business development colleagues to ensure events and gifting initiatives align with client engagement goals.
• Execute responsibilities within established processes and approvals, collaborating closely with the Event Manager to ensure alignment with event strategy and firm standards.
• Collaborate with external vendors and service providers to manage timelines, deliverables, and overall quality of execution.
• Work closely with the firm's office services team to coordinate shipping for events and branded giveaways.

Perform additional duties and tasks assigned, demonstrating flexibility and a commitment to supporting the firm's overall objectives.

Competencies:

• Communication
• Understands the importance of and demonstrates verbal, written, and non-verbal communications.
• Customer/Client Experience
• Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm.
• Job Knowledge & Technical Skill
• Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.
• Team Player
• Works within team and cross-functionally to meet required results.

Job Qualifications (Education, Experience and Certification):

• Exceptional attention to detail and commitment to producing accurate, high-quality work across all deliverables.
• Ability to see the big picture while remaining flexible, calm, and solutions oriented under pressure.
• Proven problem-solving and critical-thinking skills with sound judgment and accountability.
• Strong organizational and project management skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• High degree of motivation, initiative, and ownership, with a strong sense of responsibility, responsiveness, and client service.
• Excellent written and verbal communication skills with the ability to communicate clearly, diplomatically, and effectively with attorneys, vendors, and colleagues.
• Produce error-free materials by thoroughly reviewing all event documents, communications, and data for accuracy before submission.
• Demonstrate initiative by anticipating needs and offering solutions while maintaining alignment with event goals and manager direction.
• Proven ability to compile and analyze event data, including manifests, budgets, and post-event results, to inform future planning.
• Ensure proficiency in technology relevant to the position including Microsoft Office (Word, Excel, PowerPoint) and event management platforms such as Cvent or similar tools.
• Collaborative team player who proactively contributes to process improvement, efficiency, and innovation within the Events Team.

Qualifications:

Required:

• 3-4 years of experience in event coordination or hospitality, preferably within a professional services environment.
• Proven experience supporting large-scale events, conferences, or client programs.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) with the ability to learn and apply new technologies quickly.
• Strong communication and interpersonal skills with professionalism, diplomacy, and a commitment to exceptional client service.
• Exemplary writing ability: solid grammar, spelling, and proofreading.
• Strong organizational and time management abilities to balance multiple priorities effectively.

Preferred:

• Bachelor's degree in marketing, communications, business, hospitality management, or related field preferred.
• Experience managing branded giveaways, promotional products, or gifting programs.
• Familiarity with CRM systems and basic experience with audio visual coordination.
• Experience using Cvent or similar event management software to manage event workflows, apps, and reporting.

Physical Requirements:

While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist/hand/finger movement to work on a computer and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.

The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Professional office atmosphere. Sedentary work that primarily involves sitting or standing for prolonged periods. Position may require occasional off-hour meetings and events. Travel may also be required to firm office locations.

The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Note:

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Schedule:

At this time, this position allows for a hybrid schedule, generally in-office 2 days per week and remote 3 days per week.  Additional days in-office may be required depending on business need and the demands of specific tasks.  The hybrid work structure may change at any time, including the number of in-office day requirement.

Compensation:

Holland & Hart offers of employment take into consideration a candidate's education, training, and experience, as well as the position's work location, external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees.  The Colorado salary range is $26.15 to $‎43.58 per hour.  A discretionary bonus may be available based upon performance. 

Application Window:

The application window is anticipated to close on or after Monday, December 1, Holland & Hart reserves the right to close the position prior to or after this date. 

Benefits:

Holland & Hart works hard to promote work/life balance with a 37.5-hour scheduled work week for most staff employees, a robust wellness program, and generous PTO and holiday pay for eligible employees.  Full-time employees become eligible for benefits on the date hire, with a benefits offering that includes medical, dental, vision, life, AD&D, EAP, STD, and LTD.  Also available are voluntary income protection benefits such as supplemental life, accident, critical illness, and long-term care insurances, as well as a 401(k)-retirement plan with a company match.  In addition, the firm has programs that may provide for educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation, which is a non-profit organization dedicated to creating volunteer opportunities for lawyers, staff, families, and friends of Holland & Hart LLP.  Part-time employees may have access to some of these benefits, which may be on a pro-rated basis.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.