Events Executive

Department/Division: Client & Markets 
Duration: Permanent
Reports to: Senior Events Executive or Events Manager
Type of Role: Hybrid 
Budget Responsibilities: No

Req nr: 8244

The Role

Role Purpose:
To assist the Events team and Business Development team in delivering client and ad hoc internal events, both in-person and virtual, by providing administrative and operational support throughout the event lifecycle.

Event planning and coordination:

• Assist with the planning and delivery of in-person and virtual client events;
• Provide support on larger internal events as required;
• Deliver and support virtual events using Zoom, Microsoft Teams and other virtual platforms;
• Liaise with the firm's event stakeholders to determine their precise event requirements;
• Produce detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets) under the supervision of a line manager;
• Help source speakers, special guests, and coordinate event logistics such as room layouts with relevant teams.

Supplier and venue management:

• Coordinate with vendors and suppliers to support event logistics, ensuring quality and value standards are maintained;
• Coordinate sourcing and booking of venues, caterers, stand designers, contractors and equipment hire, where appropriate;
• Support the tracking of event budgets and supplier costs;
• Assist with the preparation and management of promotional materials and event collateral;
• Support on-site event delivery, including registration, badge preparation, and hospitality setup.

Marketing and communications:

• Assist with marketing processes and communications related to event promotion;
• Ensure events calendar and public and portal websites are up to date with event news and information;
• Work with the Creative Services team to ensure the firm's brand is promoted for the event and organise the production of posters, brochures etc, where required;
• Manage stock of promotional materials across regional offices, including sourcing of new products.

Compliance and risk management:

• Assist in ensuring compliance with health, safety, and legal requirements;
• Organise facilities for car parking, traffic control, security, first aid and hospitality;
• Maintain event marketing documentation in an easily retrievable manner.

Event support and delivery:

• Coordinate suppliers, handle client queries and resolve problems on the day of the event to ensure that everything runs smoothly;
• Oversee the dismantling and clearing of venues after events, including ensuring materials are returned to the office.

Post event support and delivery:

• Provide administrative support with post-event activities such as feedback collection and data entry;
• When required, undertake post-event evaluation (including data entry and analysis and producing reports for event stakeholders);
• Carry out general event-related administrative duties and ad hoc tasks as directed.

Required experience, skills, and attributes

Technical Skills

• Some experience of working in a law firm or a professional services environment would be beneficial;
• Experience of supporting delivery of events under supervision; 
• Familiarity with CRM systems would be beneficial;
• Good working knowledge of MS Office, e.g. Word, Excel, Access, PowerPoint and Outlook;
• Working knowledge of Client Relationship Management (CRM) database, such as InterAction (IA) would be beneficial (training will be provided);
• Awareness of client service principles;
• Some experience of maintaining effective relationships with third party suppliers, such as AV, Catering and venues;
• General knowledge of UK venues and an interest in developing venue sourcing skills;
• Some exposure to working with AV suppliers, venue finders, and other event service providers is helpful.

Personal Attributes    

• Effective communication skills, both written and verbal;
• A collaborative worker who engages well with others and supports a positive working environment. Able to build positive working relationships with colleagues across offices and levels;
• Comfortable in client-facing situations and focused on delivering good service;
• Motivated, keen, and willing to learn and develop new skills;
• Open to new ideas and ways of working; willing to suggest improvements where appropriate;
• Methodical approach to work, with a clear focus on accuracy and attention to detail;
• Able to exercise tact and diplomacy in an organisational setting;
• Prepared to accommodate evolving priorities and deadlines;
• Can show skill and capability to overcome obstacles to deliver what is required;
• Can demonstrate initiative and the ability to be motivated, while also being able to follow instructions and provide support to line manager;
• Can carry out all responsibilities in a way which supports the practice’s values and promotes its equal opportunities and diversity principles.
   

Firm Profile

Across more than 80 countries, Dentons helps you grow, protect, operate and finance your organisation by providing uniquely global and deeply local legal solutions. Polycentric, purpose-driven and committed to inclusion, diversity, equity and sustainability, we focus on what matters most to you. www.dentons.com

Inclusion and Diversity

We are committed to building an inclusive culture here at Dentons where our people can thrive, regardless of their background or circumstance. As well as being the right thing to do, it makes good business sense too. A richness of backgrounds, experiences and perspectives helps us best serve our clients and the communities in which we operate. You can find out more about inclusion and diversity at Dentons here: Inclusion and Diversity.

Equal Opportunities

Dentons is committed to providing equal opportunities for all. We welcome applications from everyone including of any age, ethnicity, religion, sex, sexual orientation, gender identity, nationality, neurodiversity, disability, or with parental or caring responsibilities. We also offer flexible working hours.

During the application process, all applicants have the opportunity to tell us about any adjustments or support they require so they are able to perform at their best. Any information you share with us during the application process is treated in confidence.

If you have any questions about this or the role criteria, please email recruitment.matters@dentons.com.  

While it is not a requirement that you inform your current manager of any internal applications, we would recommend that you do so.