Sources, plans and manages all aspects of council meeting, retreats, receptions, dinners, continuing legal education seminars and networking events for 48 State Bar sections. Scouts and sources appropriate facilities, and bids, negotiates and contracts for meeting and event space. Prepares meeting prospectus and handles all aspects of onsite food, beverage, audio/visual and set-up for events. Works with volunteers to plan curriculum, market and execute continuing legal education programs. Works with section leadership to create and follow budgets for a variety of events. Creates, edits and distributes hard-copy and digital marketing and communication pieces. Involves frequent contact with volunteers, section members, the public and organizations affiliated with the Bar.
Bid, negotiate and secure contracts for appropriate venues for 60+ section events per year. Source locations, hotels, restaurants and other properties suitable for State Bar section events. Builds relationships with hotels, venues, caterers, contractors, vendors and suppliers. Work with section leadership regarding venue options, event costs and budgets.
Works within a budget to prepares event meeting prospectus. Make arrangements for event space, room blocks, cut-off dates, access times, and food & beverage minimums. Finalizes and approves banquet event orders.
Travel to event sites to coordinate onsite details and supervise pre-function set-up, exhibitors, food and beverage. Assist speakers, manage registration and provide quality service to registrants of continuing legal education events.
Handle all financial aspects of an event, including budget, expense monitoring, pricing, billing and bill payment for section events.
Works with section leadership to plan and implement dynamic programming for section events. Coordinate planning meetings, set deadlines, and assist in recruitment of volunteer authors and speakers. Communicate directly with speakers regarding written materials, lectures, travel/hotel accommodations and manage audio/visual requests. Compile and distributes digital course materials via webpages, flash drives, DropBox or print.
Facilitate section communications, publications and marketing materials using e-blasts, websites, hard copy print orders, electronic brochures, interactive newsletters, and a variety of social media. Works with team to update websites reflecting section events and communications.
7. Update section websites using content mainstream management systems such as WordPress.
8. Performs other duties as assigned.
Bachelor’s degree preferred. Must have at least three years of meeting planning experience and knowledge of contracts and hotel procedures. Certified Meeting Professional designation from Meeting Planners International desirable. Demonstrated negotiation skills required. Must have at least three years of experience planning continuing education programs. The successful applicant will have project management skills, highly developed communication skills (oral and written), time management skills, conflict and problem solving skills. Must possess initiative and the ability to assume responsibility, exercise sound judgment, and work under considerable pressure without close oversight. Must be able to interact with the public in a pleasant and effective manner, and maintain effective relationships with Bar leadership, volunteers, hotel staff, and department staff. Must have knowledge of all aspects of Adobe Professional Suite, Microsoft Suite and eblast systems. Must have the ability to update websites using mainstream content management systems such as WordPress. Frequent travel required.
Internal Number: 19-018-2370
About State Bar of Texas
The State Bar of Texas is an administrative agency of the judicial branch in Texas. Every licensed attorney is a member of the State Bar, which provides a wide array of services to its members and the public.