Marketing and Events Coordinator

Description

Phelps is seeking a collaborative and highly organized and detail-oriented Marketing and Events Coordinator to support key marketing initiatives, including events, sponsorships, and department administration. This role is ideal for someone with a growth mindset and is curious, eager to learn and thrives in a team-focused environment. The Marketing and Events Coordinator will work across multiple practice areas and geographies to ensure streamlined events, organized budgets, clear communications, and contribute to innovative marketing efforts supporting the firm’s growth.

This hands-on role offers an opportunity to develop events planning, project management, communications, and digital marketing skills while gaining exposure to high-impact initiatives in a fast-paced AmLaw200 firm. This position requires a flexible work schedule to support events at varying times and locations with close collaboration with attorneys, firm offices, external vendors, and internal administrative teams to ensure seamless execution and accurate tracking of all events and sponsorship activity.

 

Essential Duties and Responsibilities:

 

Event Planning & Execution

• Coordinate the logistics and execution of firm-sponsored and hosted events, including conferences, seminars, client events, sponsorship activations, internal programs, and community initiatives
• Support all phases of event planning, working with the Senior Events Manager, including venue coordination, vendor communications and payments, registration management, promotional materials, staffing, CLE support when applicable, and post-event follow-up
• Work closely with lawyers, practice groups, and Client Development stakeholders to ensure events align with firm objectives, branding standards, and firm goals
• Assist with the development and distribution of event-related communications, invitations, reminders, and post-event follow-ups
• Assist in managing the firm Company store and handle incoming logo item requests for lawyers, sponsorships, and holidays
• Input events-related information into the backend of the firm’s website 

 

Sponsorship Coordination & Tracking

• Serve as a central point of coordination for firm sponsorships across all offices and practice groups
• Manage sponsorship intake with the Senior Marketing Manager, including documentation, deadlines, deliverables, and fulfillment requirements
• Track sponsorship budgets, fees, and payment status in coordination with the lead lawyers, accounting, and within the accounting system (3E)
• Partner with all 17 firm offices and external organizations to ensure sponsorship obligations are met and properly documented
• Assist in delivering logo items via the firm’s Company store and firm logos and materials for sponsorships

 

Budget & Financial Coordination

• Maintain accurate and up-to-date sponsorship budget reporting and tracking across offices and practices groups, including commitments, invoices, check requests, deadlines, and payment confirmations
• Support accurate recordkeeping and reporting related to events and sponsorships

 

Communications & Administrative Support

• Working with the Senior Marketing Manager, draft and coordinate event and sponsorship-related communications, ensuring clarity, consistency, and brand alignment
• Maintain internal tracking tools, spreadsheets, and calendars related to events and sponsorship commitments
• Support ongoing process improvements related to event planning, sponsorship tracking, and internal communication workflows
• Assist in managing the firm’s Mardi Gras king cake gift process, including tracking, payments, and lawyer communications
• Support coordination of photographers, including scheduling and storing lawyer headshots

Requirements

Education and Experience Required:

• Bachelor’s degree in Marketing, Communications, Business Administration, or a related field
• 2 or more years of work experience in marketing or event planning, preferably in a professional services or legal environment

 

Qualifications and Skills Required:

• Strong events, organizational, and project management skills with the ability to manage multiple projects simultaneously
• Excellent verbal and written communication skills
• Proficiency in MS Office and familiarity with event management software and website CMS platforms like Ruby Law
• A team player with a proactive attitude and the ability to work effectively under pressure
• Creative thinking with a keen eye for detail
• Ability to work collaboratively across offices, departments, and senior-level stakeholders
• Experience working in a law firm or professional services environment is a plus

Regional law firm providing legal counsel and litigation services.