Practice Group & Events Coordinator

JOB TITLE: PRACTICE GROUP & EVENTS COORDINATOR

COMPANY DESCRIPTION: ALFA International (ALFAI) is the premier network of independent law firms with 140 member firms worldwide. Through various practice groups, ALFAI attorneys work together to deliver excellent educational programming, including seminars, webinars, regional seminars, reference materials, newsletters, and more. We are currently seeking a Practice Group & Events Coordinator to help us implement these initiatives. 

REPORTING RELATIONSHIP: Reports to the Practice Group & Events Director (PGED)

PRIMARY DUTIES: The coordinator executes multiple tasks relating to the planning and implementation of the Practice Group (PG) seminars while handling various projects and processes related to PG activities. They also spend significant time interacting with members and responding to membership requests. The following bullet points provide an overview of tasks assigned to the role:

• Seminar planning and execution for assigned seminars, various smaller regional seminars and one international regional meeting yearly. 
• Aggregation of program details for seminars, including substantive sessions and social events.
• Seminar budgeting and cost control.
• Creation of online seminar registration forms, invitation emails and monitoring seminar registration. 
• Management of client invites including vetting, registration and client travel needs. 
• Management of Continuing Legal Education (CLE) requirements for seminars. 
• Responsible for seminar related written materials, including an on-site event app.
• Travel to and on-site event management of assigned PG seminars. On-site event support for PG seminars managed by other ALFAI staff. 
• Coordinate with vendors including local Destination Management Companies (DMCs), a traveling audio visual company, various hotel partners, a third-party sourcing partner and graphic designer.
• Implementation of the RFP process when sourcing seminar locations. Assistance with site selection, contracting, site visits and planning visits. 
• Management of Client Advisory Boards and strategy meetings of attorney members.
• Facilitate zoom calls in conjunction with PG leadership, including creating agendas and distributing post-call minutes. 
• Strategically work with ALFAI leadership and colleagues to identify/execute marketing initiatives. 
• Work with the ALFAI database updating contact details and exporting necessary information.
• Evaluate current third-party partnerships, coordinate and manage planned activities and identify new partnerships to investigate. 

ALLOCATION OF TIME: 60% of the average week is dedicated to assisting the practice groups and planning for PG seminars and other marketing initiatives although this number increases as the program date approaches. 40% is dedicated to membership services, including responding to day-to-day requests for information and managing projects. Additionally, this position requires moderate travel time across the United States and some International travel.

KEY SKILL SETS: Self-starter, detail-oriented and deadline driven. Excellent written and verbal communication skills, exceptional organizational skills, ability to work independently and complete projects without supervision, collaborative, professional and positive disposition. Proficiency in Microsoft Office Suite, Adobe PDF, Canva, and HubSpot, is preferred. Familiarity with event registration platforms such as Cvent or vFAirs is a plus.

EDUCATION/WORK EXPERIENCE: Bachelor of Arts degree or equivalent. 1-3 years working in marketing, event planning, or a related field is preferred. Association and/or legal experience is a plus.