PERMANENT

FULL_TIME

ADAPTED_NOW

UNKNOWN

Serve as a resource to the Office Managing Partners in Chicago & Pittsburgh to elevate the firm's local market profile through targeted events, sponsorships, and community engagement initiatives, while partnering closely to plan and manage the local events and sponsorship budget in alignment with firm priorities. This role supports initiatives driven by firm leadership, Marketing, and Business Development, including firmwide events, locally executed programs, and sponsorship activations that support the firm's branding and client development efforts.

<div class="earcu_posdescriptionContainer"><div class="earcu_posdescription"><div class="earcu_posdescriptionnote">Position summaryThe Senior Coordinator of Events & Sponsorships, Chicago & Pittsburgh is on the front lines of the Marketing & Communications Department and serves as the primary point of contact for the planning and execution of firm events and sponsorship activities. This role supports initiatives driven by firm leadership, Marketing, and Business Development, including firmwide events, locally executed programs, and sponsorship activations that support the firm's branding and client development efforts.This position is responsible for coordinating and executing event production and sponsorship initiatives, with direct responsibility for event budgets, expense tracking, and cost control. As the firm's events and sponsorship contact, the individual must be visible, approachable, flexible, and proactive, working closely with attorneys, marketing colleagues, vendors, and external partners.The Senior Coordinator of Events & Sponsorships, Chicago & Pittsburgh should demonstrate strong organizational skills, attention to detail, and an understanding of how events and sponsorships support the firm's business, client, and community engagement activities.<hr/>Job duties and responsibilitiesThe Senior Coordinator of Events & Sponsorships, Chicago & Pittsburgh is responsible for planning, executing, and evaluating firmwide, client-facing, and internal events, ensuring alignment with the firm's marketing and business development objectives.Event planning & execution<ul><li>Plan and execute major firmwide events, including the annual Partner Conference and Partner Retreat.</li><li>Manage multi-day in-person, virtual, and hybrid events from inception through completion.</li><li>Partner with senior leadership, marketing, business development, and program leads to gather requirements and align events with firm strategy.</li><li>Maintain event timelines, planning calendars, and deliverables to ensure events remain on track.</li><li>Analyze event outcomes and attendee feedback; develop recommendations for continuous improvement.</li></ul><hr/>Sponsorships & external partnerships<ul><li>Coordinate sponsorship opportunities and maintain relationships with key partners, vendors, and external organizations.</li><li>Support contract negotiation and ensure fulfillment of sponsorship commitments.</li></ul><hr/>Budgeting, financial & administrative management<ul><li>Develop and manage event budgets; monitor expenses and ensure compliance with firm policies.</li><li>Process check requests, track expenses, reconcile costs, and support post-event financial reporting.</li><li>Manage administrative tasks related to events, including shipping, packing, scanning, filing, and recordkeeping.</li></ul><hr/>Event operations & logistics<ul><li>Conduct venue research and site selection; coordinate contracts, hotel accommodations, and banquet arrangements.</li><li>Manage vendors for venues, catering, audiovisual services, décor, and logistics.</li><li>Oversee registration systems, invitation design and distribution, RSVP tracking, and attendee communications.</li><li>Manage mobile meeting apps, event materials, nametags, signage, and onsite logistics.</li><li>Provide travel coordination and onsite event support, including occasional evening and weekend assignments.</li></ul><hr/>Cross-functional collaboration<ul><li>Collaborate with internal departments including IT, Learning & Development, Firmwide Videoconferencing, CRM, Travel, Accounting, Office Services, Hospitality, Knowledge Management, CLE staff, and Marketing.</li><li>Support client-facing webinars and external events in partnership with the Events and Marketing teams.</li></ul><hr/>Systems, processes & resources<ul><li>Utilize and maintain event management systems, CRM tools, registration platforms, firm calendaring tools, and conference room scheduling systems.</li><li>Assist with building event campaigns within the firm's event management platform.</li><li>Maintain event resources, including planning tools, templates, vendor contacts, manuals, and best practices.</li><li>Identify opportunities for process improvements and workflow efficiencies.</li></ul><hr/>Communications & quality control<ul><li>Proofread all event-related communications and collateral to ensure accuracy, clarity, and brand consistency.</li><li>Deliver a high level of customer service to internal stakeholders, clients, and external partners.</li></ul><hr/>Additional responsibilities<ul><li>Serve as a resource to the Office Managing Partners in Chicago & Pittsburgh to elevate the firm's local market profile through targeted events, sponsorships, and community engagement initiatives, while partnering closely to plan and manage the local events and sponsorship budget in alignment with firm priorities.</li><li>Coordinate client entertainment such as receptions, dinners, and cultural or sporting events, sometimes on short notice.</li><li>Support the Chief Marketing Officer and Marketing Directors on special projects and initiatives as assigned.</li><li>Perform other duties as assigned by senior marketing leadership.</li><li>Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.</li></ul><hr/>RequirementsEducation: Bachelor's degree in Marketing, Communications, Hospitality, or related field.Experience: 5+ years of experience in event management, preferably in a professional services environment.Skills:<ul><li>Proven leadership and team management experience.</li><li>Excellent organizational, communication, and negotiation skills.</li><li>Demonstrated strategic thinking skills, with the ability to assess complex information, identify opportunities, and develop solutions aligned with organizational goals.</li><li>Strong budgeting and financial acumen, with experience managing budgets, monitoring spend, and making data-informed financial decisions.</li><li>Effective vendor and stakeholder management skills, including the ability to build productive relationships, manage expectations, and oversee external partners.</li><li>Exceptional attention to detail, with the ability to ensure accuracy, consistency, and compliance across work products and processes.</li><li>Strong written and verbal communication skills, with the ability to convey information clearly and professionally to a variety of audiences.</li><li>Proficiency in event technology platforms and CRM tools.</li></ul><hr/>OtherSupervisory responsibilities: NoneEquipment to be used: Personal computer and other office equipment such as telephone, calculator, fax machine, copier, scanner, etc.Essential job functions:<ul><li>Ability to sit or stand for extended periods and perform tasks requiring prolonged and/or extensive computer use.</li><li>Use computers, telecommunications, and digital collaboration tools to perform core job responsibilities.</li><li>Ability to communicate effectively.</li><li>In-office work as required to meet business or project needs.</li><li>Travel for meetings and training as required.</li><li>Ability to work extended hours as required to meet project, client, or business needs.</li><li>Ability to concentrate for extended periods, apply critical thinking to assigned tasks, and take appropriate action in a fast-paced environment.</li><li>Working conditions: You will be required to work in the office at minimum 4 days per week. Occasionally called upon to work hours in excess of your normal daily schedule. The details of your weekly schedule will be discussed further with your direct supervisor.</li></ul><hr/>Pay rangesThis represents the presently-anticipated low and high end of Reed Smith's pay range for this position. Actual pay may vary based on various factors, including but not limited to location and experience.This is a non-exempt position. The hourly wage range for this role is $50.00 to $56.04, with an estimated annual compensation range of $91,000 - $102,000 based on expected hours.<hr/>Employee benefits overviewOur comprehensive benefits package includes:401(k) Retirement Plan Medical Insurance Health Savings Account (HSA) Virtual Health Services Dental Insurance Vision Insurance Accident Insurance Hospital Indemnity Insurance Critical Illness Insurance Life Insurance Short-Term Disability Coverage Long-Term Disability Coverage Flexible Spending Accounts (FSA) Lyra Health Employee Assistance Program (EAP) Paid Family Leave (for eligible Exempt and Non-Exempt staff)Transportation Benefit Back-up Child Care Services College Coach Program Pet Insurance Paid Sick Time (for Exempt staff) Paid Time Off (available to all full-time, non-temporary employees)Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401(k) plan.Reed Smith is an Equal Opportunity Employer with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process.Qualified candidates only. No search firms.</div></div></div>

Reed Smith LLP

Senior Coordinator of Events & Sponsorship (Hybrid Schedule)

Accounting

Administrative Management

Administrative Skills

Alliance/Partner Management

Analysis Skills

Audiovisual

Best Practices

Budget Management

Budgeting

Business Development

Calculators

Calendar Management

Campaigns

Catering Services

Check Processing

Childcare

Coaching

Communication Skills

Conference Management

Consumer Branding

Continuous Improvement

Contract Management

Contract Negotiation

Copying Machines

Cost Control

Cross-Functional

Customer Relations

Customer Relationship Management (CRM)

Customer Relationship Management (CRM) Systems

Customer Support/Service

Detail Oriented

Document Scanners

Event Management

Event Marketing

Executive Assistant Skills 

Expense Tracking

Fax Machines

Financial Administration

Financial Reporting

Insurance

Knowledge Management

Leadership

Logistics

Maintain Compliance

Marketing

Marketing Communications

Mobile Applications

Negotiation Skills

Office Equipment

On Site Support

Order Picking/Packing

Organizational Skills

PC (Personal Computer) Systems

Presentation/Verbal Skills

Process Improvement

Professional Services

Proofreading

Quality Control

RSVP (Reservation Protocol)

Reconciliation

Requirements Management

Research Skills

Systems Maintenance

Team Lead/Manager

Telecommunications

Travel Planning

Vendor/Supplier Management

Videoconferencing

Webinar

Writing Skills

monster

FEED

YEAR

We work with honesty, creativity, and respect, and we’re an upbeat, collaborative team that asks questions, learns from each other, and takes pride in delivering exceptional work. • Support Foremen and the Fine Gardening (FG) Supervisor with essential clerical tasks, such as: o Print and organize work tickets and pull tickets for field crews.

About Us Topiarius is a boutique landscape design, build, and maintenance firm serving some of Chicago’s most distinctive residential properties. Since 2003, our mission has been to design, create, and maintain luxurious outdoor sanctuaries—because people deserve to live beautifully outdoors. We work with honesty, creativity, and respect, and we’re an upbeat, collaborative team that asks questions, learns from each other, and takes pride in delivering exceptional work. Position Overview We are seeking a detail-oriented and highly organized Administrative Assistant to support our Sales and Operations teams. In this role, you’ll be a first point of contact for client inquiries, keep information flowing to the right people, and help ensure our daily operations run smoothly. If you enjoy helping teams stay aligned, communicating clearly, and bringing order to a fast-moving environment, this could be a great fit. Key Responsibilities Communication & Client Service •        Manage the inbox for the Concierge Team as the first point of contact for incoming inquiries, and ensuring timely, professional responses.•        Assist with client communication via email and phone, providing helpful, solution-oriented service.•        Schedule all new Fine Gardening visits and coordinate dates with clients.•        Record and share pertinent client information with the appropriate team members. Operations Support •        Support Foremen and the Fine Gardening (FG) Supervisor with essential clerical tasks, such as:o   Print and organize work tickets and pull tickets for field crews.o   Assist with timekeeping management.o   Create and enter purchase receipts to accurately track field expenses.•        Assist with building closure at the end of standard business hours each weekday.•        Support the HR/Office Administrator with payroll tasks during planned absences, maintaining accuracy and confidentiality. Data Management •        Perform invoice entry to support a timely, accurate billing process.•        Perform occasional updates to the material catalog.•        Update vendor pricing to reflect current costs. Who Thrives in This Role This role tends to work best for people who: <ul><li>Enjoy creating clarity, organization, and smooth processes for busy teams.</li><li>Communicate clearly and professionally in writing and over the phone.</li><li>Are comfortable juggling multiple priorities while maintaining attention to detail.</li><li>Appreciate both the operational and client-service sides of our work.</li><li>Take initiative, ask great questions, and follow through reliably.</li></ul> Essential Skills & Qualifications •        Bachelor’s degree from an accredited college or university or equivalent work experience.•        3-5 years of relevant professional experience; previous administrative or office support experience preferred.•        Fluent in English.•        Strong interpersonal and communication skills, including phone, email, and writing.•        Fluency with Microsoft Office (Word, Excel) and Google Suite (Gmail, Docs, Sheets).•        Proficiency with data entry and attention to detail.•        Ability to multitask and prioritize in a fast-paced environment.•        Familiarity with HubSpot and/or Aspire software systems is not required but a plus. Compensation and Benefits The annual salary range for this position is $60,000 - 65,000.Core benefits include paid time off, medical and dental insurance (PPO/HSA and HMO options), life and disability coverage, and a 401(k) with company contribution.  Expected Activity and Movement <ul><li>Regularly sits at desk and works with computer.</li><li>Intermittently moves throughout the office.</li><li>Lifting (up to 40 pounds), bending on a regular basis.</li></ul> Who We Are Since 2003, our mission has been to design, create, and maintain luxurious outdoor sanctuaries because we believe that people deserve to live beautifully outdoors. You can learn more about Topiarius at <a href="http://www.topiarius.com/" rel="nofollow">www.topiarius.com</a>. At Topiarius, we work with honesty, creativity, and respect. We're an upbeat, collaborative team that asks questions, learns from each other, and takes pride in delivering exceptional work. If that sounds like your kind of culture, we'd love to talk. If you are interested in joining our team, please apply and be sure to include a cover letter. We will contact you if we are interested in scheduling an interview. Please refrain from phone calls. Equal Opportunity Topiarius is a non-union company. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or other status protected by applicable law. Final candidates may be required to undergo a background check. Nothing in this job description restricts the supervisor’s right to assign or reassign duties at any time.

TOPIARIUS

Administrative Assistant

Gethired

OTHER

Monitor and manage the VP's email inbox - triaging incoming messages, flagging priority items requiring immediate attention and drafting responses with impeccable attention to tone, grammar and brand voice. Assist the Vice President and the marketing team with social media updates (including refreshing Facebook, Instagram, Twitter, etc.), sharing details about upcoming events and exciting news within the Balani community.

Job Title: Executive Assistant & Administrative Coordinator Reports to: Vice President of Balani Custom ClothiersLocation: Chicago, ILJob Type: Full-Time, Exempt, In-PersonWe are seeking a polished, proactive, and highly organized Executive Assistant & Administrative Coordinator to support the Vice President of Balani Custom Clothiers. This role will help take the lead on managing the flow of projects, relationships, and other priorities that allows our leadership to focus on growing the brand.JOB RESPONSIBILITIES:<ul><li>Executive Assistant to the Vice President</li><li>Monitor and manage the VP's email inbox - triaging incoming messages, flagging priority items requiring immediate attention and drafting responses with impeccable attention to tone, grammar and brand voice</li><li>Vendor project management; keeping VP informed at every stage - proactively managing timelines, deliverables and driving projects to completion</li><li>Manage complex calendars for the VP; including client meetings, vendor appointments, and Showroom events</li><li>Attention to day-to-day office operations across Showroom locations, ensuring supplies, systems, and workflows run smoothly and consistently</li><li>Continuously identify opportunities to streamline, challenge and improve internal processes</li><li>Track action items, deadlines, and project milestones across multiple workstreams ensuring ongoing project movement </li><li>Meet-and-greet clients creating a welcoming and professional environment</li><li>Assist the Vice President and the marketing team with social media updates (including refreshing Facebook, Instagram, Twitter, etc.), sharing details about upcoming events and exciting news within the Balani community</li><li>Must have ability to manage online CRM</li><li>Responsibilities are not all-inclusive and will include other duties as assigned</li></ul>IDEAL CHARACTERISTICS OF BALANI EMPLOYEES:<ul><li>Proactive problem solver who takes initiative and anticipates needs instinctively</li><li>Highly detail-oriented execution with strategic awareness</li><li>Operates independently with strong decision making abilities</li><li>Strong sense of ownership and accountability</li><li>Systems oriented thinker with creative instincts</li><li>Places importance on a routinely planned and organized day and life overall</li><li>Prompt, reliable and accurate</li><li>Calm, patient and emotionally aware</li><li>Exudes top tier professionalism</li><li>Brings positive energy and loves helping others</li></ul>Education:<ul><li>Bachelor's (Preferred)</li></ul>Experience:<ul><li>Brings 3+ years of experience as an Executive Assistant or Administrative Coordinator experience reflecting a strong grasp of administrative and operational functions</li><li>Tech savvy; experience with various office equipment, such as printers, fax machines, projectors. Along with a solid proficiency in Microsoft Excel, Powerpoint and Google Suite</li><li>Retail or similar industry experience a plus</li></ul>Compensation:<ul><li>$60,000-$75,000 annual salary; commensurate with experience</li></ul>Benefits:<ul><li>Medical, Dental, Vision, 401K, Life insurance</li></ul>

Balani Custom Clothiers

Executive Assistant & Administrative Coordinator

BreezyHR

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Senior Coordinator of Events & Sponsorship (Hybrid Schedule)Reed Smith LLP

Administrative AssistantTOPIARIUS

Executive Assistant & Administrative CoordinatorBalani Custom Clothiers

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