Conference Coordinator

Innovative Driven; New York (NY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Innovative Driven is seeking a Conference Services Coordinator to coordinate meetings and events for staff, lawyers, vendors, and clients at a premier global law firm in NYC. This is a full-time role with hours Monday to Friday, 10am-6pm, and rotating work-from-home Fridays.

Responsibilities include managing inquiries, greeting guests, confirming logistics with attorneys, organizing pre-conference details, arranging signage, and producing function reports.

Qualifications

• Bachelor's degree in Hospitality or relevant work experience.
• Excellent written and verbal communication skills.
• Must be extremely organized with strong time management skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, etc.
• EMS 2000 Conference Management System experience is preferred.

Responsibilities

• Coordinate meetings and events for staff, lawyers, vendors, and clients.
• Greet and escort guests to conference rooms and assist with logistics.
• Check in with attorneys and staff before meetings to confirm arrangements.
• Organize pre-conference meetings to coordinate larger events.
• Arrange signage and prepare function reports for meetings.
• Follow-up for feedback to ensure needs were met.
• Provide support to Receptionists, Operators, and Technicians as needed.
• Assist on special ad hoc projects and assignments.

Skills

Communication skills

Time management

Organizational skills

Microsoft Office

Education

Bachelor's degree in Hospitality

Relevant work experience

Tools

EMS 2000 Conference Management System

Microsoft Office Suite

Job description

Innovative Driven is seeking a Conference Services Coordinator to coordinate meetings and events for staff, lawyers, vendors, and clients at a premier global law firm in NYC.

This is a full-time role (Monday to Friday, 10am-6pm) with rotating work-from-home Fridays.

RESPONSIBILITIES:

• Manage correspondence with customers to acquire information regarding meeting requirements (catering, audio visual, room setup, and all other needs).
• Greet and escort guests to their conference room; make them comfortable until their host arrives.
• Check in with attorneys and staff before the scheduled meeting to confirm logistics.
• Organize pre-conference meetings to coordinate details for larger/special events.
• Arrange signage for meetings and prepare function reports.
• Follow-up for feedback to ensure that needs were met.
• Attend to clients and visitors; assist with printing, faxing, copies, transportation, and message delivering.
• Cross train to provide backup coverage for Receptionists, Operators, and Technicians.
• Assist on special ad hoc projects and assignments as needed.

REQUIREMENTS:

• Bachelor's degree in Hospitality or relevant work experience.
• A minimum of three years of conference coordination experience.
• Excellent written and verbal communication skills.
• Must be extremely organized with strong time management skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, etc.
• Ability to interact professionally with a broad range of staff and customers.
• EMS 2000 Conference Management System experience is preferred.