Marketing & Events Coordinator

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Full Time Rochester, NY, US 1 Attachments

Department: Marketing

Classification: Exempt

Job Type: Full-time, M-F, 8am- 5 PM

Reports to: Director of Marketing & Business Development

Company Overview:

Woods Oviatt Gilman, LLP is a leading and reputable full-service law firm dedicated to providing exceptional legal services to our clients. With a team of highly skilled and experienced attorneys, we strive to deliver comprehensive and effective solutions to meet the diverse needs of our clients. Our headquarters is in Rochester, NY with additional offices in Albany and Buffalo, NY.

Summary:

The Marketing & Events Coordinator will provide essential administrative and tactical support across a range of marketing functions, including event coordination, sponsor ships, attorney requests, social media scheduling, and updates to firm materials. This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment and takes a proactive, solutions-oriented approach to their work. The Coordinator will collaborate closely with the Director of Marketing & Business Development and the Manager to ensure marketing initiatives are executed efficiently and professionally.

The successful candidate will be a resourceful self-starter who takes ownership of responsibilities, exercises sound judgment, and confidently troubleshoots challenges to keep projects moving forward with minimal oversight.

Key Responsibilities:

Event Coordination:

• Support logistics for firm events, including invitations, RSVPs, catering, vendor management, signage, and day-of coordination.
• Help manage internal calendar of marketing events and attorney participation.
• Coordinate event follow‑up communications and reporting.

Sponsorship & Advertising Support:

• Assist in gathering and submitting materials for firm sponsor ships and ad placements.
• Track deliverables, deadlines, and ensure internal stakeholders are informed and aligned.

Content & Digital Coordination:

• Support the upkeep of attorney bios, headshots, and credentials on the website.
• Help schedule social media posts and monitor for engagement trends.
• Work with the team on internal distribution of firm content and updates.

Administrative & Departmental Support:

• Provide general administrative support such as meeting scheduling, project tracking, and filing.
• Assist with client milestones (anniversaries, achievements) including mailing cards or gifts.
• Maintain lists, forms, and records including basic CRM entry and reporting (as adopted).

Education and Experience:

• 2–3 years of experience in a marketing or administrative support role; professional services or law firm setting a plus.
• Proficiency in Microsoft Office; experience with Constant Contact, Canva, or Word Press a plus. Any CRM tool experience is also preferred.

Knowledge/Skills/Abilities:

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proactive self-starter who takes ownership and works independently with minimal oversight.
• Strong problem‑solving skills and sound judgment, with the ability to troubleshoot issues independently.

Work primarily in a climate controlled indoor office environment with minimal safety/health hazard potential. This role operates in an office environment with rare exposure to airborne dust, moderate noise levels and seasonal environmental conditions for heating/cooling.

Physical Demands:

The physical demands described here are representative of those that must be met by…