Event Assistant

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone is one of the largest law firms in Dallas, and it continues to grow. In 2023, Haynes and Boone moved its headquarters to a new 27-story office tower in the Harwood District of uptown Dallas. Lawyers in our Dallas office serve all the firm’s practice and industry areas – including corporate, litigation, banking/finance, insurance law, healthcare law, labor and employment, estate planning, real estate, bankruptcy, intellectual property, white collar crime, and antitrust. Our Dallas lawyers are widely recognized in their practice areas in publications such as The Best Lawyers in America directory (Woodward/White, Inc.) and the Chambers USA legal directory (Chambers & Partners). This office attracts high-energy, technically proficient people who enjoy working in a collegial environment. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

The Event Assistant supports the planning and execution of firmwide client‑facing events, on‑site, off‑site, remote, and virtual, including, webinars, dinners, receptions and conferences. This role works closely with the Business Development department, partners, attorneys, and administrative staff across all offices. The ideal candidate is highly organized, detail‑oriented, and able to work independently while managing multiple priorities.

Essential Duties

• Support the planning, execution, and post‑event follow‑up for firm events.

• Provide onsite events support and coordinate all related logistics.

• Ship collateral, giveaways and other events-related materials.

• Maintain and update internal tools, including the events matrix, BD calendar and firm calendar.

• Use the firm’s email management system (Vuture) to edit and distribute invitations.

• Purchase and distribute client gifts and promotional items for events.

• Organize and maintain the team’s inventory of collateral, signage, and event materials.

• Coordinate production of event materials such as name badges, signage, and printed collateral.

• Collaborate with the Creative Team on the design and production of signage and event related graphics.

• Oversee set-up of catering and audio-visual, working with various departments and vendors.

• Assist with planning of client dinners, receptions and other in-office and off-site events.

• Attend events as needed and support on‑site logistics, including hospitality, audio‑visual, registration, and guest management.

• Track attendance and update records in InterAction.

• Support event budget tracking, including gathering quotes, monitoring expenses, and assisting with cost reconciliation. 

• Coordinate vendor management, including outreach, scheduling, obtaining proposals, and maintaining ongoing communication with venues, caterers, and other event partners. 

• Process payments and invoices and assist with reconciling corporate cards.

• Any other ad hoc duties as reasonably requested.

 

Reporting Relationship

The Event Assistant reports directly to the Senior Manager of Events & Strategic Partnerships.

Qualifications

Knowledge/Experience

1–3 years of event planning or administrative experience, preferably in a law firm or professional‑services environment.

Skills

• Strong interpersonal skills with a professional, positive, and polished demeanor.

• Excellent organizational, analytical, written, verbal, and project‑management skills.

• Ability to build strong relationships with internal stakeholders, clients, and vendors.

• Collaborative team player with the ability to work independently when needed.

• Ability to thrive under pressure and manage multiple deadlines in a fast‑paced environment.

• Passion for event production, execution, and logistics.

• Highly detail‑oriented and thorough.

• Availability to work evenings and weekends as required.

• Proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.

• Experience with InterAction or other marketing databases preferred.

• Ability to learn new software and tools as needed.

• Consistent punctuality and regular attendance required.

• Communication: Ability to communicate clearly, effectively, and professionally.

• Client Service: A proactive mindset focused on delivering exceptional service.

Education

Bachelor’s Degree.

Physical Demands

Remains stationary and observes information on a computer screen at least 80% of the time. When managing events, might be required to move around up to 100% of the time. This position constantly operates computers, printers and other office systems. Occasionally required to move items weighing up to 20 lbs. This position requires constant communication and exchange of information with the firm lawyer, vendors, clients and staff.

Working Conditions

Hybrid office environment – 4 days in office.

Flexibility to work overtime with short or no notice.