Event Planner

SUMMARY – TOKYO Event Planning



The Senior Event Planner will be responsible for in-person events, from concept through completion for a large global law firm. An ideal candidate is passionate, creative, and detail-oriented. This role demands an expert in all aspects of events, meetings, and conference planning, including budget management, venue scouting, equipment logistics, room setup, and day of management and assistance. This role is based in Tokyo and requires proficiency in both Japanese and English. The position involves supporting event planning activities across all our offices in Asia.



RESPONSIBILITIES

Event Leadership: Provide direction and oversight for all aspects of event planning and execution, ensuring seamless alignment with organizational objectives, rigorous budgetary discipline, and strict adherence to regulatory, compliance, and brand standards.

Pre-Event Strategy: Lead site inspections, pre-event briefings, and design consultations to guide decision-making on event design, flow, and guest experience, ensuring every detail supports strategic objectives.

Client/Stakeholder Experience Oversight: Orchestrate the full event lifecycle, from concept development through post-event evaluation, ensuring exceptional client experiences, operational excellence, and comprehensive reporting with actionable insights.

Vendor & Partner Relations: Forge, negotiate, and sustain high-value partnerships with vendors, venues, and industry leaders to secure competitive advantages, premium services, and innovative solutions that elevate event quality and efficiency.

Cross-Functional Collaboration: Drive collaboration across internal teams, clients, and external stakeholders to define event goals, scope, and deliverables, translating complex requirements into actionable strategies that achieve measurable outcomes.

Executive Engagement: Act as the primary liaison for internal stakeholders and the event strategy delivering high-level communication throughout the planning lifecycle.

Comprehensive Logistics Management: Command end-to-end logistics—including contract negotiations, guest list curation, venue readiness, catering, entertainment, transportation, audiovisual production, and décor—executed with precision to guarantee flawless delivery.

Database & Resource Development: Build, refine, and leverage a dynamic database of industry contacts, vendors, and venues to streamline planning, strengthen vendor relationships, and enhance organizational intelligence.

On-Site & Virtual Event Execution: Provide decisive leadership during live events, ensuring operational excellence, proactive crisis management, and agile problem-solving to deliver seamless experiences.

Virtual Event Support: Support the execution of webinars and digital events, managing stakeholder intake, technical rehearsals, platform support, and post-event analytics.

REQUIREMENTS

+ years’ experience in a similar role, preferably in a law firm environment

Native Japanese speaker and writer along with proficiency in English

APAC Support– will support events generated out of our APAC offices - Almaty, Astana, Beijing, Hong Kong, Shanghai, Singapore& Tokyo, Kazakhstan

Technically adept

Excellent written and verbal communication skills

Strong interpersonal skills

Proficiency in virtual event platforms - Webex and On

Strong understanding of iManage DMS & the Interaction CRM tool

Microsoft Software (Outlook, Teams, Word, Excel, etc)

Ability to organize, prioritize, and coordinate multiple aspects of an event

Maintain confidential information

Ability to excel under pressure and provide quality work product

Clearly and effectively communicate with varying levels of people within the organization

Work productively and cooperatively with other employees

Mentor junior members of the team and provide support where needed