Vinson and Elkins
Position Overview
The Client Services Coordinator will provide administrative support to the Client Services Manager and Business Development teams in executing the firm's client entertainment and charitable contributions programs. The position involves detailed coordination, communication, and tracking responsibilities to ensure smooth operations and alignment with firm goals.
Duties and Responsibilities Primary Assist with the day-to-day operations of the firm's client entertainment ticketing process, including posting available tickets, reviewing and logging requests, distributing tickets, and tracking usage for both seasonal and one-off events. Maintain internal ticketing platforms and spreadsheets for accurate recordkeeping and reconciliation with Financial Services. Draft and distribute internal communications announcing ticket availability. Coordinate with attorneys, clients, and business professionals regarding ticket logistics and respond to related inquiries. Monitor unclaimed tickets and post to external resale platforms when appropriate; track all resale activity and ensure proper reconciliation. Maintain the ticket renewals calendar and assist with timely processing of invoices and contracts. Ensure all ticket invoices, receipts, and contracts are saved and tracked appropriately. Follow up with ticket recipients to collect attendee details, including internal and external names and affiliations, for compliance and reporting. Build strong working relationships with attorneys and business professionals to help maximize ticket utilization. Serve as a backup on vendor accounts, including the Madison Square Garden account. Gain a working knowledge of the client entertainment process to serve as a reliable resource to the Manager and broader team. Research costs and assist with logistics for one-off client entertainment ticket requests. Support the intake and evaluation of charitable contribution requests, including research and documentation to assist the Manager in decision-making. Process approved donations and sponsorships, ensuring consistent tracking across platforms. Track and log charitable contributions and ensure reconciliation with Financial Services. Help guide office contacts to maintain standardized processes across the firm. Coordinate with community organizations, provide marketing materials, and assist with organizing event participation. Ensure firm-sponsored events are well attended by coordinating with internal teams and promoting opportunities such as luncheons, dinners, and golf tournaments. Draft internal and social media communications to highlight key sponsorships and community involvement. Liaise with charitable organizations to collect fair market value (FMV) details, tax receipts, and other documentation for reconciliation. Assist with organizing firmwide charitable fundraisers and community service events, including office-specific initiatives. Track guest lists and support attendance efforts for sponsored events. Ensure accurate and timely tracking of attendance and engagement activities in the CRM system. Collaborate with business development and legal teams to evaluate the firm's participation in events and memberships, ensuring alignment with strategic goals. Support efforts to ensure client entertainment and sponsorship opportunities are well-utilized by a diverse mix of attorneys and clients to enhance networking and business development potential. Assist with budget tracking and reconciliation across all areas of Client Services, including charitable giving and client entertainment post-season analysis to evaluate return on investment and inform future purchasing decisions. Secondary
Supports a variety of business development and marketing initiatives across the firm Perform additional duties as assigned Working Conditions
Job is performed in a typical office environment, but is subject to time pressures and constraints, and is often dependent on input from others.. Occasional overtime may be required. Minimum Qualification Education: Bachelor's degree required. Experience:
Incumbent should possess at least two years of business or marketing experience in a law firm or professional services environment. Special Knowledge:
Excellent writing, editing, organizational, project management, problem-solving, analytical and research skills and an ability to conceptualize and document project plans. The candidate should be a persuasive communicator who can win the trust of colleagues across a variety of administrative departments. Technical Skills:
Proficient use of PC and MS Office, particularly with Excel. Strong technical proficiencies and savviness. Experience with Smartsheet, InterAction, CRM software, and document management systems like NetDocs or iManage is a plus. Attributes:
Positive, proactive, professional, motivated, self-directed and able to manage multiple projects simultaneously and under tight deadlines. Ability to work as part of a team. Excellent interpersonal and relationship skills. Excellent oral and written communication skills. Must be customer and client oriented. Creative and conceptual thinker. Qualifications:
Ability to maintain confidential information.
Disclaimer The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time.
Duties and Responsibilities Primary Assist with the day-to-day operations of the firm's client entertainment ticketing process, including posting available tickets, reviewing and logging requests, distributing tickets, and tracking usage for both seasonal and one-off events. Maintain internal ticketing platforms and spreadsheets for accurate recordkeeping and reconciliation with Financial Services. Draft and distribute internal communications announcing ticket availability. Coordinate with attorneys, clients, and business professionals regarding ticket logistics and respond to related inquiries. Monitor unclaimed tickets and post to external resale platforms when appropriate; track all resale activity and ensure proper reconciliation. Maintain the ticket renewals calendar and assist with timely processing of invoices and contracts. Ensure all ticket invoices, receipts, and contracts are saved and tracked appropriately. Follow up with ticket recipients to collect attendee details, including internal and external names and affiliations, for compliance and reporting. Build strong working relationships with attorneys and business professionals to help maximize ticket utilization. Serve as a backup on vendor accounts, including the Madison Square Garden account. Gain a working knowledge of the client entertainment process to serve as a reliable resource to the Manager and broader team. Research costs and assist with logistics for one-off client entertainment ticket requests. Support the intake and evaluation of charitable contribution requests, including research and documentation to assist the Manager in decision-making. Process approved donations and sponsorships, ensuring consistent tracking across platforms. Track and log charitable contributions and ensure reconciliation with Financial Services. Help guide office contacts to maintain standardized processes across the firm. Coordinate with community organizations, provide marketing materials, and assist with organizing event participation. Ensure firm-sponsored events are well attended by coordinating with internal teams and promoting opportunities such as luncheons, dinners, and golf tournaments. Draft internal and social media communications to highlight key sponsorships and community involvement. Liaise with charitable organizations to collect fair market value (FMV) details, tax receipts, and other documentation for reconciliation. Assist with organizing firmwide charitable fundraisers and community service events, including office-specific initiatives. Track guest lists and support attendance efforts for sponsored events. Ensure accurate and timely tracking of attendance and engagement activities in the CRM system. Collaborate with business development and legal teams to evaluate the firm's participation in events and memberships, ensuring alignment with strategic goals. Support efforts to ensure client entertainment and sponsorship opportunities are well-utilized by a diverse mix of attorneys and clients to enhance networking and business development potential. Assist with budget tracking and reconciliation across all areas of Client Services, including charitable giving and client entertainment post-season analysis to evaluate return on investment and inform future purchasing decisions. Secondary
Supports a variety of business development and marketing initiatives across the firm Perform additional duties as assigned Working Conditions
Job is performed in a typical office environment, but is subject to time pressures and constraints, and is often dependent on input from others.. Occasional overtime may be required. Minimum Qualification Education: Bachelor's degree required. Experience:
Incumbent should possess at least two years of business or marketing experience in a law firm or professional services environment. Special Knowledge:
Excellent writing, editing, organizational, project management, problem-solving, analytical and research skills and an ability to conceptualize and document project plans. The candidate should be a persuasive communicator who can win the trust of colleagues across a variety of administrative departments. Technical Skills:
Proficient use of PC and MS Office, particularly with Excel. Strong technical proficiencies and savviness. Experience with Smartsheet, InterAction, CRM software, and document management systems like NetDocs or iManage is a plus. Attributes:
Positive, proactive, professional, motivated, self-directed and able to manage multiple projects simultaneously and under tight deadlines. Ability to work as part of a team. Excellent interpersonal and relationship skills. Excellent oral and written communication skills. Must be customer and client oriented. Creative and conceptual thinker. Qualifications:
Ability to maintain confidential information.
Disclaimer The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time.