Conference & Events Coordinator

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

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.