Description

Just a few of the reasons you might love working for Holland & Hart LLP!

• Meaningful, high-impact work supporting events and experiences
• Collaborative, positive team culture that values creativity and precision
• Hybrid schedule offering both in-office connection and flexibility
• Clear opportunities for professional growth
• Competitive compensation and a robust benefits package
• Generous paid time off and firm holidays to recharge and enjoy life outside of work
• Keep reading to learn even more about this position and our team!

General Purpose:

The Events & Inventory Management Coordinator, under supervision of the Event Manager, supports the planning, logistics, and execution of the firm’s events, including client programs, conferences, sponsorships, and internal retreats and initiatives.  Working closely with the Event Manager, this role ensures that all events are delivered seamlessly, professionally, and in alignment with the firm’s brand and strategic objectives.

Essential Duties/Responsibilities:

Branded Inventory Giveaways and Gifting Management:

• Oversee the selection, ordering, and distribution of branded giveaways and client gifts to support events, sponsorships, and relationship-building initiatives, ensuring accurate tracking and inventory control to maintain appropriate stock levels.
• Research vendors and maintain relationships to ensure high-quality, brand-aligned products that reflect firm standards.
• Develop and manage processes for gifting requests across the firm, ensuring consistency, cost-effectiveness, and timely delivery.
• Track inventory, expenses, and budgets related to promotional items and gifting, and ensure all invoices are processed accurately and on time.

Event Support:

• Collaborate with the Event Manager to plan and deliver in-person, virtual, and hybrid events, such as client receptions, conferences, sponsorship events, and retreats that reflect firm priorities and brand standards.
• Coordinate logistics such as venue research and booking, catering, Audio Visual and technology set-up and coordination, guest lists, registration, event materials, and on-site event support.
• Utilize Cvent and other event technology platforms to manage requests and develop event apps, coordinating communications, and content to support a seamless event experience.
• Partner with the Communications and Creative teams to prepare event materials such as invitations, signage, and name badges, ensuring brand consistency throughout.
• Manage the distribution of invitations, track RSVPs, and maintain accurate and organized event data within Cvent and CRM systems.
• Maintain organized and accessible event files and project timelines to track key details, provide status updates, and ensure clear communication across all stages of planning.
• Support post-event processes including compiling feedback, reconciling budgets, preparing recaps, and coordinating attorney and marketing follow-up.
• Track event metrics and identify opportunities to improve efficiency and attendee engagement.
• Provide proactive communication and operational support to the Event Manager to ensure consistent execution and successful outcomes for all firm events.
• Demonstrate accountability and follow-through by maintaining timely updates, clear communication, and ownership of assigned tasks from start to completion.
• Research and stay current on venues, vendors, and emerging event trends to provide the Event Manager with detailed, creative recommendations that enhance the attendee experience and support informed planning decisions.

Operational Administrative Support and Collaboration:

• Track event budgets, expenses, and vendor invoices and assist with budget monitoring and reconciliation, including vendor card use and travel expense reporting.
• Maintain the events calendar and ensure accurate and up to date reporting of event details within Cvent, CRM and /other databases.
• Compile post-event feedback and summarize key outcomes to inform future planning and continuous improvement.
• Partner with business development colleagues to ensure events and gifting initiatives align with client engagement goals.
• Execute responsibilities within established processes and approvals, collaborating closely with the Event Manager to ensure alignment with event strategy and firm standards.
• Collaborate with external vendors and service providers to manage timelines, deliverables, and overall quality of execution.
• Work closely with the firm’s office services team to coordinate shipping for events and branded giveaways.
• Perform additional duties and tasks assigned, demonstrating flexibility and a commitment to supporting the firm’s overall objectives.

Competencies:

Communication – Understands the importance of and demonstrates verbal, written, and non-verbal communications.
Customer/Client Experience – Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm.
Job Knowledge & Technical Skill – Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.
Team Player – Works within team and cross-functionally to meet required results.

Requirements

Required:

• 3-4 years of experience in event coordination or hospitality, preferably within a professional services environment.
• Proven experience supporting large-scale events, conferences, or client programs.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) with the ability to learn and apply new technologies quickly.
• Strong communication and interpersonal skills with professionalism, diplomacy, and a commitment to exceptional client service.
• Exemplary writing ability: solid grammar, spelling, and proofreading.
• Strong organizational and time management abilities to balance multiple priorities effectively.

Preferred:

• Bachelor’s degree in marketing, communications, business, hospitality management, or related field preferred.
• Experience managing branded giveaways, promotional products, or gifting programs.
• Familiarity with CRM systems and basic experience with audio visual coordination.
• Experience using Cvent or similar event management software to manage event workflows, apps, and reporting.