Conference Center Coordinator

Gibson, Dunn & Crutcher LLP; New York (NY); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Health care

Retirement benefits

Paid time off

Parental leave

Life insurance

Flexible Spending Accounts

Bonuses

Job summary

Gibson Dunn & Crutcher LLP in New York seeks a Conference Center Coordinator to manage reservations for nearly 40 conference rooms and ensure a concierge-level client experience. This on-site role runs Monday–Friday 9:00 AM–6:00 PM with overtime as needed and reports to the Director of Administration.

The position emphasizes meticulous organization, proactive service, and collaboration with Partners, attorneys, and staff across Catering, AV, and Facilities teams.

Qualifications

• Exceptional interpersonal, communication, and customer service skills in all interactions.
• Strong organizational, prioritization, and time management skills with attention to detail.
• Ability to interact and communicate clearly with individuals at all levels of the organization.
• Clear, concise written communications free of spelling/grammatical errors.
• Able to work independently and with others, follow instructions, and seek guidance when needed.

Responsibilities

• Manage conference room reservations for meetings, conferences, and events.
• Monitor utilization, resolve conflicts, and adjust bookings to meet business needs.
• Prepare and reset rooms between bookings with supplies and signage.
• Conduct daily walk-throughs to ensure rooms are ready for next users.
• Assist with on-call requests for handouts and materials during meetings.
• Collaborate with Partners, Attorneys, and staff to anticipate meeting needs.
• Coordinate with Catering, AV, and Facilities teams on meeting requirements.
• Provide back-up support at Reception and Flexible Workspace desks as needed.
• Perform additional administrative duties as assigned.

Skills

Interpersonal skills

Communication

Customer service

Organization

Prioritization

Time management

Written communications

Independence

Adaptability

Tech proficiency

Education

High School Diploma or GED

Bachelor’s degree or equivalent experience preferred

Tools

Microsoft Office 365

Conference room reservation systems

Job description

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.

Based in New York, the Conference Center Coordinator is responsible for managing reservations and resolving conflicts for our Conference Center consisting of nearly 20 conference rooms across two floors, and an additional 20 conference rooms across 9 floors. The Conference Center Coordinator plays an integral role in the execution of a concierge-level experience for our clients and guests.

This role reports to the Director of Administration and requires on-site attendance Monday-Friday 9:00 AM to 6:00 PM, with overtime as needed.

Responsibilities include:

• Booking and managing conference room reservations in the firm’s reservation system, including meetings, audio/video conferences, and special events.
• Monitoring utilization, resolving conflicts, and adjusting or prioritizing bookings to accommodate business and client needs.
• Preparing and resetting conference rooms between bookings, ensuring rooms are clean, organized, stocked with office supplies and refreshments, and equipped with appropriate nameplates and signage.
• Conducting daily walk-throughs of the Conference Center to confirm rooms are set according to booking requirements and that all areas are ready for the next users.
• Remaining on call during meetings to assist with requests from within, including preparing handouts and other materials as needed.
• Working directly with firm partners, attorneys, and staff to anticipate meeting and service needs and to ensure high-profile meetings and catered events are handled with appropriate attention to detail.
• Collaborating with the Catering, AV, and Facilities teams on meeting needs.
• Providing back-up coverage at the Reception and Flexible Workspace desks as needed. Which means being fully trained and up=to-speed on these additional support lines
• Performing other administrative and operational duties as assigned.

Qualifications:

• Exceptional interpersonal, communication, and customer service skills, with a warm, courteous, and accommodating demeanor in all interactions.
• Strong organizational, prioritization, and time management skills, with exceptional attention to detail and the ability to manage multiple responsibilities in a fast-paced environment.
• Ability to interact and communicate clearly with individuals at all levels of the organization.
• Ability to generate clear, concise, and well-organized written communications that are free of spelling and grammatical errors.
• Ability to work independently and collaboratively, follow instructions, exercise discretion, and recognize when to elevate issues or seek guidance from management.
• Ability to readily adapt to changes in the work environment while maintaining flexibility, composure, and poise.
• Ability to quickly learn and effectively use workplace technology and business applications.
• Ability to sit, stand, walk, bend, twist, and lift up to 50 pounds, and perform the physical requirements of the position, including remaining on one’s feet for long periods of time.
• Flexibility to work overtime as needed.

Experience:

• Minimum 3+ years of experience in conference services, catering, banquet services, or a similar role in a law firm or professional services environment.
• High School Diploma or GED required. Bachelor’s degree or equivalent relevant experience preferred.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office 365 and able to learn new software tools quickly.
• Familiarity with online conference room reservation systems is a plus.

Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.

The annual compensation range for this position is $65,000-$85,000. The salary offered within this range will depend upon qualifications and other operational considerations.

Benefits offered for this position include health care; retirement benefits; paid days off, including sick time, and vacation time; parental leave; basic life insurance; Flexible Spending Accounts; as well as discretionary, performance-based bonuses.

For technical difficulties with our online application, please contact us at [e-mail]. Our recruiting support team will respond as soon as possible.

Gibson Dunn is committed to ensuring equal employment opportunities for all qualified applicants, including individuals with disabilities. We strive to ensure an inclusive and accessible hiring experience. The Firm will provide reasonable accommodations to qualified individuals with disabilities to enable participation in the application and recruitment process, unless doing so would impose an undue hardship, in accordance with applicable laws and regulations. If you require a reasonable accommodation to complete an application, participate in an interview, or otherwise take part in the recruitment process, please contact us at [e-mail] . Please note, this is a dedicated email inbox established exclusively to assist applicants with accommodation request related to the recruitment process. Inquiries about the status of an application or other non-accommodation matter will not receive a response.