Event Coordinator

The Events Coordinator will work closely with the Events Manager to plan and deliver the Tokyo office’s events program, supporting internal, marketing and business development objectives across Tokyo and Japan.

Simpson Thacher fosters a highly collegial working environment and is committed to excellence in everything it does. This quality-driven approach should be reflected in every event.

Responsibilities

• Supporting the Events Manager on all aspects of planning, managing and running the firms’ events program (and leading on smaller events)
• Supporting with event logistics throughout the lifecycle of an event for example: researching venues/experiences in Tokyo and across Japan, conducting site local visits, booking venues, sourcing entertainment, creating seating plans, working with the graphics team to design and send invitations through our e-marketing program to invitees, chasing and collating responses, creating pre-event material such as name badges/place cards/table plans and confirming final details with relevant parties
• Running small internal office events overseen by the Events Manager.
• Being present onsite at events to ensure high quality and smooth running. This includes events that occur outside standard office hours.
• Ensuring that all process documents and event templates are kept up to date, in both English and Japanese where required
• Update and maintain events calendar and events tracker
• Monitor the Asia Events inbox and action where necessary
• Maintain inventory of promotional items and other marketing related items
• Ensure event ROI is recorded, uploading event guest lists into our contact data management system.
• Being an ambassador for the firm on event best practice. Promoting and creating awareness of the events team. Serving as a point of contact for consulting on events processes and general guidance for Tokyo-based partners and staff.
• Raising invoices correctly (in JPY and other currencies as applicable) and sending for payment by their due date
• Staying abreast of competitor activity, new event industry developments in the Tokyo/Japan market and maintaining relationships with local external supplier and venues (e.g. hotels, private clubs, restaurants).
• Liaising with colleagues across the firm’s Asia offices to ensure consistency in event delivery and knowledge-sharing.
• Any other administrative tasks supporting the Events Manager.

Key Skills

• 3+ years events experience, ideally within a professional services, law firm, or corporate environment in Japan
• Business-level fluency in Japanese and English, reading, written and verbal
• Meticulous attention to detail
• Must be able to work independently and collaboratively in a highly competitive and demanding environment
• Proficiency in Microsoft Office; experience with CRM or email marketing systems is a plus.
• Strong written and verbal communication skills and excellent research and analytical skills
• Outstanding organisational skills
• Strong project management skills, initiative and the ability to manage multiple projects concurrently
• Exceptional standard of delivery and service
• Professional demeanor and client-service mindset.
• Able to work under pressure and to meet tight timeframes
• Willingness to work flexible hours, including some evenings, as required by event schedules.
• Strong commerciality, negotiation skills and sound judgement
• Actively seeks to learn from others
• Able to be innovative and think creatively