Conference Center Coordinator

Gibson Dunn; 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

Flexible Spending Accounts

Job summary

Gibson Dunn in New York seeks a Conference Center Coordinator to manage reservations for nearly 20 conference rooms across two floors, and a further 20 rooms across nine floors, ensuring availability and smooth operation.

This role delivers a concierge-level experience for clients and guests, supports catering, AV, and facilities teams, and requires on-site work Monday–Friday 9:00 AM–6:00 PM with overtime as needed.

Qualifications

• Minimum 3+ years of conference services or similar in a law firm or professional services.
• High School Diploma or GED; Bachelor's degree preferred.
• Excellent verbal and written communication.
• Proficient in Microsoft Office 365 and quick to learn new tools.
• Familiarity with online conference room reservation systems is a plus.

Responsibilities

• Manage conference room bookings in the firm's system.
• Monitor utilization, resolve conflicts, and prioritize bookings.
• Prepare and reset rooms, stock supplies, signage.
• Conduct daily walk-throughs to ensure readiness.
• Provide on-call support during meetings for materials.
• Collaborate with partners, attorneys, and staff to meet meeting needs.
• Work with Catering, AV, and Facilities teams on meetings.
• Provide backup coverage at Reception and Flexible Workspace desks.
• Perform other admin and operational duties.

Skills

Interpersonal skills

Customer service

Communication

Time management

Teamwork

Adaptability

Written communication

Multitasking

Education

High School Diploma or GED

Bachelor's degree or equivalent experience preferred

Tools

Microsoft Office 365

Online conference room reservation systems

Job description

Summary

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.

Compensation & Benefits

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.

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.