Trade Show and Event Specialist

About Filevine

Filevine is forging the future of legal work with cloud-based workflow tools. We have a reputation for intuitive, streamlined technology that helps professionals manage their organization and serve their clients better. We’re also known for our team of extraordinary and passionate professionals who love working together to help organizations thrive. Our success has catapulted Filevine to the forefront of our field—we are ranked as one of the most innovative and fastest-growing technology companies in the country by both Deloitte and Inc.

Our Mission

Filevine is building the seamless intersection between legal and business by creating a world-class platform to help professionals scale.

Position Overview

We are seeking a dynamic and detail-oriented Trade Show and Events Specialist to join our team. The successful candidate will be responsible for planning, coordinating, and executing trade shows, and assisting as needed with user conferences, and field events. This role requires excellent organizational skills, budget management capabilities, and the ability to travel as needed.

• Assist in the planning and execution of user conferences and field events as needed.
• Work with cross-functional teams to help coordinate event logistics, including venue selection, vendor relationships, speaker preparation, AV requirements, catering, and transportation as needed.
• Work with the broader events team to coordinate event registration processes and attendee communications
• Develop and manage budgets for trade shows and events.
• Provide detailed post-event financial reports and analysis.
• Plan and execute company participation in trade shows including trade show selection, internal staffing, travel coordination, and on-site management as needed.
• Manage vendor relationships and negotiate contracts for trade show services and materials.
• Ensure all marketing materials and promotional items are prepared and available for events.
• Coordinate travel arrangements for staff attending trade shows and events.
• Be available to travel to events as required, including evenings and weekends.
• Ensure all event materials are accurate, brand-compliant, and delivered on time.
• Conduct thorough post-event evaluations to gather feedback and identify areas for improvement.
• Maintain an organized inventory of event supplies and promotional materials.

• Minimum of 3 years of experience in trade show and event planning.
• Proven track record of successfully managing event budgets.
• Strong project management skills and the ability to handle multiple tasks
• simultaneously.
• Excellent communication and interpersonal skills.
• Proficiency in event management software and Microsoft Office Suite.
• Ability to work independently and as part of a team.
• Willingness to travel as required (up to 35%).

• Office-based with significant travel required.
• Ability to lift and transport event materials as needed.
• Flexible working hours, including evenings and weekends, especially during events.

• A dynamic, rapidly growing company, focused on helping organizations thrive 
• Medical, Dental, & Vision Insurance (for full-time employees)
• Competitive & Fair Pay
• Maternity & paternity leave (for full-time employees)
• Short & long-term disability
• Ergonomic and height-adjustable workstations for onsite employees
• Opportunity to learn from a dedicated leadership team
• Weekly Taco Lunches in the summer/fall/spring for onsite employees
• Centrally located open office building in Sugar House
• Flexible hybrid work schedules depending on the department with some departments offering fully remote positions in the United States (R&D)
• Top-of-the-line company swag