Department Assistant – Marketing and Business Development

Department Assistant - Marketing and Business Development Tracking Code  Job Description

Wilmer Hale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States and Europe. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, excellent legal and client services; developing diversity among our lawyers and staff and cultivating an environment that promotes an ambitious spirit, collaboration and collegiality by drawing on the extraordinary talents and dynamic experience of our lawyers.

Our goal is to reflect the diversity of our clients and the communities in which we practice.

As the Department Assistant for the global Clients & Markets Department, you will be an integral member of a dedicated team providing administrative and office support to business development, marketing, and communications professionals. In this role, you will collaborate with over 50 team members to execute tasks that are essential to ensuring a successful client experience. The ideal candidate will be a motivated and organized self-starter with strong interpersonal skills to effectively communicate with attorneys and colleagues at all levels within the firm.

You should be eager to learn and engage in various projects. This position is critical to the marketing and business development functions of the firm.

• Customer Service:
  Provides a high level of customer service to Clients & Markets team members and internal and external clients.
• Invoice Processing:
  Processes and reconciles invoices for department-level expenses, including tracking monthly spending on the department credit card. Also assists with processing travel-related expenses.
• Scheduling and Coordination:
  Organizes and schedules department meetings, events, new hire onboarding sessions and training programs; assembling, distributing and archiving slides and related materials, ensuring maximum attendance and facilitating both in-office and virtual participation.
• Resource Maintenance:
  Proactively maintains department email distribution lists, Microsoft Teams channels, intranet pages, and memberships, acting as a centralized point of contact for department personnel.
• Event and Sponsorship Coordination:
  Supports the execution of various regional and charitable event sponsor ships by liaising with outside organizations, managing benefits such as branding visibility and event attendance, coordinating budget approvals, and tracking participation and outcomes.
• Association and Membership Management:
  Coordinates the department’s participation in various associations and membership groups.
• Ticket Distribution and Event Support:
  Manages the distribution of sporting and other event tickets in Boston, New York and Washington DC and supports the rollout and implementation of a new ticketing software platform to expand coverage to additional markets. Facilitates logistics, catering orders, billing and reporting for client entertainment.
• Branded Merchandise:
  Supports the launch of a new online store for branded merchandise; monitors orders, inventory and local allotments; coordinates budget reclassifications and invoicing; and tracks feedback to improve the store, elevate gifting efforts and strengthen brand loyalty.
• Marketing Material Assembly:
  Assists with assembling marketing materials including practice descriptions and lawyer biographies in support of new business pursuits.
• Reporting and Data Management:
  Helps maintain data related to tasks such as pitches and RFP submissions and assists with tracking and reporting on various Clients & Markets activities. Assists with compiling,…