Haynes and Boone

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm’s practice and industry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

Haynes and Boone is seeking a detail oriented and well organized Event Specialist who is passionate about event production, event execution and logistics. The Event Specialist will be responsible for planning and executing firmwide client-facing events, on-site, off-site, remote and virtual, including seminars, webinars, sponsorships, dinners, receptions, retreats and conferences. This includes managing the development and execution to ensure that events run smoothly from planning, including budgeting, to following up. This is a position with firm wide responsibilities. The Event Specialist will interact with all marketing department members, attorneys, and staff across all offices. The Event Specialist will need to present creative, thoughtful and strategic ideas for events to our attorneys, ensuring we get the best return on investment and that we maintain standards of quality at all times.

Essential Duties

• Serve as the lead project manager for events from initial creative design and pre-planning stages through on-site execution.
• Conduct site visits, select, and secure appropriate venues and negotiate and process contracts.
• Conduct promo item research, and order and arrange delivery of items.
• Prepare event proposals and manage event budgets ensuring that expenses are within the approved budget; process all related payments and invoices.
• Liaise with attorneys and business development as needed regarding invitations and mailing lists.
• Liaise with the CRM team to ensure that client contact information and invitee lists for events are stored responsibly using the relevant database, InterAction where appropriate.
• Collaborate with the firm’s creative and Email marketing teams to create email invitations; oversee design and content.
• Collaborate with the firm’s media relations and communications teams on photography and social media needs.
• Partner with business development team members and attorneys on sponsorship opportunities for the firm, including negotiating benefits packages, processing payment, filling tables, and activation of other benefits, as needed.
• Coordinate day of requisites for professional accreditations (e.g., CLE, CPE, HRCI).
• Update all attorneys and business development team members weekly on project progress.
• Manage the production of event materials including invitations, confirmations and agendas, materials, slides and handouts, evaluation forms, name badges, and promo items.
• Produce webinars on the platform, Zoom. Be adept at troubleshooting technical issues, managing presentations, video recordings, conducting polls and coordinating breakout rooms.
• Oversee set-up of audio-visual logistics, working with various IT departments and vendors.
• Coordinate purchase and distribution of promotional items and client gifts.
• Work with vendors and catering contacts (in-house and external).
• Build, manage and strengthen vendor relationships.
• Attend events, as appropriate, and manage on-site logistics including all on-site hospitality, audio-visual, setup, catering and other logistics.
• Conduct post event activities, including recording attendance updates in InterAction, providing reporthttps://www.pli.edu/s to lawyers, budget reconciliation and post event messaging.
• Develop event flows, including staffing and execution plans.
• Maintain a detailed electronic filing system for all events.
• Other ad hoc duties as reasonably requested.

Reporting Relationship

The Event Specialist reports to the Event Manager.

Qualifications

Knowledge/Experience

The Event Specialist must possess a minimum of five years of event management experience in an event management company or professional services environment. Knowledge of law firm environment is highly preferred, but not required. Experience working with customer relationship management (CRM) systems such as Interaction is preferred. Experience creating and managing event budgets is required. The Event Specialist should possess experience working within a professional services marketing environment. Must have the ability to learn new skills as they become necessary, including new software.

Skills

The Event Specialist must possess strong Microsoft Excel and PowerPoint skills; Must have the proven ability to plan, manage and execute multiple events simultaneously with limited supervision; Ability to develop clear, concise, and well-structured written and verbal communications; Experience with high-end, upscale and luxury events while working within budget parameters; Extensive knowledge of restaurants and venues in Dallas required; knowledge of New York restaurant and venues preferred; Ability to research and learn new markets; Good interpersonal skills with polite, professional and positive manner; Strong organizational, analytical, written, oral and project management skills required; Ability to build strong relationships with internal and externals clients as well as vendors; Ability to work independently and as a team player in a collaborative organization; Excellent negotiation skills; Thrive under pressure and work well in a fast-paced environment; Detail-oriented and organized; Excellent knowledge of vendors and venues.

Education

Bachelor’s Degree or equivalent experience.

Physical Demands

Remains stationary and observes information on a computer screen at least 80% of the time. When managing events, might be required to move around up to 100% of the time. This position constantly operates computers, printers and other office systems. Occasionally required to move items weighing up to 20 lbs. This position requires constant communication and exchange of information with the firm lawyer, vendors, clients and staff.

Working Conditions

Office Environment. Punctuality and regular attendance is required. Role involves managing events before, during and after regular office hours; must be available to work nights and weekends.

Travel: May require domestic and international travel.