Event Coordinator

The role is primarily an administrative one, providing support to the core functions of LATT by hosting events and seminars, meetings, and all other LATT functions.

KEY DUTIES AND RESPONSIBILITIES

1. To provide administrative support to the Chief Executive Officer and the Executive Members of the Law Association of Trinidad and Tobago, as well as a Members of Council on an as needed basis;
2. Limited to the role, to interface with the members of the Secretariat, the Council, Committees and members of the public;
3. To actively liaise with caterers and service providers and obtain quotations in keeping with the Association’s guidelines;
4. To prepare event reports and general administrative reports for review and submission to the Executive Officer and members of the Executive and thereafter to the Council;
5. To scan and save all approved and dispatched documents for e-record keeping related to all LATT events;
6. To receive and create files for all LATT events as necessary and directed;
7. To prepare Attorneys ID cards;
8. To assist in the drafting of letters, memoranda and all such other documents as directed by the Executive Officer or Secretary;
9. To prepare and vet budgets for LATT events;
10. To prepare and manage LATT Calendar of events for the year;
11. To ensure the LATT Calendar is consistently updated;
12. To receive and make calls on behalf of the Executive Officer and / or Executive Members of the Council with specific reference to event coordination;
13. To assist with spreadsheet development, implementation matrix creation and follow up and general management of all events;
14. To maintain filing system and general record keeping for assigned Committees and events;
15. To assist with all related event management activities at all functions of LATT, e.g. Wine & Cheese, Annual Dinner, Seminars, Committee meetings, Training, Annual General Meetings, Special General Meetings and such other events as may be directed;
16. To liaise with members making enquiries to rent LATT facilities and follow up on the booking, invoicing and general coordination of these activities;
17. To coordinate and execute all advertising and marketing related to rental of LATT facilities;
18. To assume responsibility for webinar coordination at all Continuing Legal Education events and to liaise with members, where necessary, regarding related feedback and queries;
19. To manage queries and request for information regarding LATT insurance claims;
20. All other related tasks which are relevant to the effective operation and strategic running of Secretariat activities.

*This position requires officer to report for duty during the hours or 8:00 a.m. to 4:00 p.m. or unless otherwise stipulated.

QUALIFICATIONS AND EXPERIENCE  

• Bachelor’s degree in Events Management or related field
  • Five to Seven (5-7) years’ experience in a similar position
  • Secretarial training i.e. minute taking etc.
  • Advanced computer literacy

KNOWLEDGE REQUIREMENTS

• General proficiency in the use of the Microsoft Office Suite and software and web based legal resources.
• General ability to work outside of the hours of 8:00 a.m. to 4:00 p.m. when required to do so based on impending deadlines.

COMPETENCIES

• Organization Skills - ability to effectively and efficiently manage time, efforts and workload
• Attention to Detail - ability to diligently attend to details and pursues quality in accomplishing tasks
• Communication - ability to prepare accurate, useful and pertinent information, delivered both orally and in writing. Uses a suitable tone and language in the given situation; interacts effectively with various levels of the organization

          WORKING RELATIONSHIPS

• Chief Executive Officer
• Members of the Council
• Members of the Judiciary of Trinidad and Tobago and support staff
• Members of the LATT Committees
• Members of the Public
• Staff of the Secretariat
• All such persons as may be directed
• Practitioner Members