Conference Associate

RR Donnelley & Sons; New York (NY); On-site; USD 31,684 - 34,440; Full time

Job summary

RR Donnelley & Sons in New York, NY seeks a Conference Associate to ensure seamless planning and coordination of meetings, conferences, and events. The role acts as the main concierge for all meetings and serves as the escalation point for vendors and end users.

Responsibilities include coordinating AV, catering, room setups, and communications with clients before, during, and after events; managing bookings; and generating event reports to support operational excellence.

Qualifications

• High School diploma or equivalent.
• 2 years' conference planning experience in corporate or conference center environments.
• Knowledge of conference center reservation systems.
• Excellent organizational and multitasking abilities; strong written and verbal communication.
• Exceptional client service skills and confidentiality.
• Proficient in Microsoft Office (Outlook, Excel, PowerPoint).

Responsibilities

• Coordinate services for meetings booked, including AV and IT requirements, catering, room setups, signage, and materials distribution.
• Identify booking conflicts and propose solutions.
• Communicate with clients before, during, and after events to manage inquiries and maintain relationships.
• Produce daily reports documenting events for shared reference across departments.
• Manage meeting room bookings and optimize space utilization using the reservation system.
• Send confirmations and follow-ups prior to events to verify status and attendee counts.
• Conduct post-conference debriefs with clients and operations staff.
• Respond to phone/email requests for new meetings and add-ons.
• Stock conference rooms with office supplies (pads, pens, etc.).
• Inform relevant departments and subcontractors of client needs before and during meetings.
• Ensure rooms are prepared with correct equipment and amenities.
• Conduct site inspections and escalate maintenance issues.

Skills

Excellent organizational skills

Strong communication skills

Microsoft Office proficiency

Attention to confidentiality

Customer service orientation

Education

High School diploma or equivalent

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Job description

Company Description

RRD provides marketing, packaging, print, and business services to the world\'s most respected brands. The company\'s proprietary technology, advanced data analytics, and expertise fuel organizational decision-making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey.

Job Description

Position summary

The Conference Associate ensures the seamless planning and coordination of meetings, conferences, and other events. The Conference Coordinator serves as the main concierge for all meetings, conferences, and events and acts as the single escalation point for all vendors and end users.

Job duties

• Coordination of a wide range of services for meetings which have been booked, including Audio Visual and other IT requirements, food and beverage requests, conference room set-ups, signage, distribution of materials, etc. Includes delegation of work assignments/tasks to the Hospitality Associates to ensure department deadlines are achieved.


• *Quickly identify booking conflicts or potential booking conflicts and suggest solutions.


• *Communicate with clients before, during, and after their events, maintaining a positive relationship and responding to inquiries and requests in a timely manner.


• Produce daily reports of all comprehensive meetings in order to document events and share detailed information with all involved departments.


• *Handle meeting room bookings, using the reservation system and focusing on the strategic assignment of meeting space so as to maximize utilization.


• *Send initial confirmations in connection with bookings and following up at specified intervals prior to the event to confirm the current status of the meeting, the accuracy of participant counts, the need for special equipment, etc.


• *Manage all post-conference/debrief feedback sessions with the client and relevant members of the operations staff so as to obtain first-hand comments on certain complex, critical and/or large scale events.


• Respond to numerous phone calls and emails with new meeting requests and special "add-on" information for existing meetings.


• Assist in stocking conference rooms with office supplies (pads, pens, pencils, staplers, tape, etc.)


• Communicate to all relevant internal departments and subcontractors the specific needs of the client, both in advance of and during the course of meetings.


• Ensure meeting rooms are set up correctly, with the proper equipment and amenities, prior to the start of meetings.


• Conduct site inspections to ensure pristine condition and escalate maintenance issues.

Qualifications

Job qualifications

• High School diploma or equivalent


• Minimum (2) year\'s experience with conference planning experience in a corporate or conference center environment


• Good knowledge of conference center reservation systems


• Excellent organizational skills with the ability to prioritize tasks and multi-task efficiently. Excellent oral and written communication skills


• Exceptional client service skills to exceed expectations


• Strong computer skills and knowledge of Microsoft Office suite and products (Outlook, Excel, PowerPoint). Punctual, dependable, and dedicated to achieving operational excellence


• Discreet, ethical, and committed to maintaining a high degree of confidentiality


• Maintain a consistently professional approach, with a willingness to take ownership and responsibility

Additional Information

The salary range for this role at the noted RRD location is $23.00-25.00 / hour. Starting pay decisions are determined based on multiple factors including but not limited to relevant education, qualifications, skills, experience, certifications, proficiency, performance, shift, location, and other business needs. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand-by pay. RRD\'s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

Additional Notes

#WLNAT

#LI-onsite

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

RRD is an Equal Opportunity Employer, including disability/veterans

RRD is an Equal Opportunity Employer, including disability/veterans

At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.